Administrative Coordinator - Global

Who We Are

At PolyNovo, we are committed to improving the outcomes of patients through the development and provision of the best surgical solutions possible. PolyNovo develops innovative medical devices utilizing the patented bioabsorbable polymer technology NovoSorb®. Our lifesaving and life-changing products have revolutionized the treatment of burns and major trauma, and have multiple emerging indications. With 130 employees in the U.S. and over 300 worldwide, PolyNovo has positively impacted the lives of more than 65,000 patients globally.

About The Role

The Global Administrative Coordinator provides comprehensive administrative and operational support across multiple regions, including Australia, EMEA, and the United States, supporting a global, matrixed organization. The role reports to the Medical Director and provides ongoing support to the departments of Clinical Operations, Medical Affairs, and Professional Education on a global basis.

This position plays a key role in enabling effective cross-functional and cross-regional collaboration by coordinating schedules across time zones, managing communications, supporting documentation and compliance processes, and assisting with the execution of global medical and clinical initiatives. The Global Administrative Coordinator acts as a central coordination resource, ensuring alignment, efficiency, and consistency across teams and geographies.

The ideal candidate is highly organized, adaptable, and comfortable working in a fast-paced, global environment. They demonstrate strong attention to detail, discretion in handling sensitive medical and clinical information, and the ability to manage competing priorities while supporting multiple stakeholders across regions and functions.

Key Responsibilities

• Provide administrative and operational support across global OCMA–related functions, including Medical Affairs, Clinical Operations, and Professional Education, supporting teams in Australia, EMEA, and the United States.
• Manage complex calendars, schedule meetings across multiple time zones, coordinate logistics (rooms, links, agendas), and track attendance and follow-up actions.
• Create, edit, and format documents, spreadsheets, presentations, and dashboards to support reporting, operational visibility, and leadership communication.
• Maintain accurate digital records, filing systems, and program platforms, ensuring version control, standardized naming conventions, controlled access, and data integrity.
• Process incoming requests, triage emails, route tasks to appropriate stakeholders, and provide status updates as needed.
• Perform data entry, data validation, and light analysis; prepare reports, summaries, dashboards, and other materials using spreadsheets, CRM systems, and internal platforms.
• Prepare meeting materials and correspondence, document minutes, decisions, and action items, and track deliverables and timelines to ensure follow-through and timely completion.
• Coordinate global committee, council, and working group meetings, including logistics, agenda support, material preparation, and documentation of outcomes and action items.
• Support HCP- and KOL-related activities, including communications, scheduling across time zones, documentation management, evaluations, and intake and routing of incoming requests in accordance with established processes.
• Support onboarding and offboarding activities, including account setup, system access, training coordination, and checklist management.
• Organize domestic and international travel, handle travel documentation, and prepare and reconcile expense submissions in accordance with company policies.
• Assist with compliance-related administrative activities, including documentation tracking, contract coordination, and email/communication logs. Support monitoring of adherence to FDA regulations, regional requirements, company policies, OCMA standards, and internal SOPs; escalate issues as appropriate.
• Improve processes by developing and maintaining templates, SOPs, checklists, trackers, and other operational tools to enhance efficiency and standardization across regions.
• Comply with all company quality, workplace health, safety, and data privacy requirements.
• Perform other administrative and operational duties as assigned in support of global medical and clinical objectives.

Qualifications

• 3–5 years of experience in an administrative, operations, or project coordination role, preferably within a medical or healthcare environment, with the ability to manage multiple priorities in a fast‑paced, evolving setting.
• Strong organizational, time‑management, and multitasking skills, with exceptional attention to detail and accuracy in data, documentation, and formatting.
• Excellent written and verbal communication skills, with the ability to collaborate effectively in a team-oriented environment and navigate ambiguity.
• Demonstrated analytical, problem‑solving, and process‑improvement capabilities, including the initiative to anticipate needs, take ownership of tasks, and follow through on commitments.
• High level of integrity, discretion, and professionalism, particularly when handling sensitive and confidential information; dependable, self‑motivated, and reliable.
• Growth mindset and eagerness to learn, with the flexibility to quickly adopt new tools, systems, and concepts on the job.
• Proficiency with workplace productivity and collaboration tools, including Microsoft Office or Google Workspace; project coordination platforms (e.g., Asana, Monday.com, Smartsheet); calendar and video conferencing tools; file management systems (OneDrive, SharePoint, Google Drive); and working familiarity with Adobe Acrobat Pro, CRM systems, and ticketing or request‑management platforms.

Benefits

• 401k plan with company match
• Comprehensive medical, dental, and vision insurance for employees and their families
• Generous paid time off, 12 company holidays, and two paid Nurture days per year
• Parental leave for primary and secondary caregivers

The salary range for this position is $75,000 - $100,000.

We like AI for lots of things, but we do not use it for résumé review. Your application is read by actual human beings. No automated screening tools are used in our hiring decisions.

PolyNovo fosters an environment that promotes equity, diversity, and inclusion. We recognize and value that it is the sum of our parts – our combined backgrounds, experiences and perspectives – that allow us to succeed.  PolyNovo is an equal opportunity employer and provides equal employment opportunities to all applicants without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.