Administrative Coordinator – Global

Job Description:

• 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.

Requirements:

• 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

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