Hybrid Executive Assistant

at PolyNovo Limited

• Job title: Executive Assistant
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: No Education Requirement
• Location requirements: Hybrid, Port Melbourne, Australia

About the role

• Executive Assistant supporting the General Counsel & Company Secretary at PolyNovo, a medical technology company. Managing executive events and administrative functions within the legal team.

Responsibilities

• Provide high‑level administrative support to the General Counsel & Company Secretary and other ELT members.
• Manage complex calendars, meeting coordination and preparation of agendas, papers and minutes.
• Coordinate travel, logistics and internal/external meetings, workshops and executive offsites.
• Maintain organised filing systems and assist with invoices, budgets and finance liaison.
• Coordinate corporate events including ELT offsites, leadership forums and town halls.
• Support delivery of the AGM and major corporate events.
• Manage logistics, venues, catering, technology and stakeholder engagement.
• Assist with Board and Committee processes, including preparing and collating papers.
• Maintain statutory registers, governance calendars and compliance trackers.
• Support ASX and ASIC lodgements and preparation of annual reporting and AGM documentation.
• Coordinate execution and management of governance documents.
• Support routine legal matters and contract lifecycle administration.
• Maintain legal databases, registers and document management systems.
• Review and proofread legal documents, and prepare first drafts of standard agreements.
• Assist with legal research, external adviser coordination and reporting on legal metrics.

Requirements

• Experience in an administrative assistant, legal assistant or paralegal role.
• Experience supporting executive teams, legal functions or company secretarial teams.
• Exposure to legal operations, contract management systems or document management tools (e.g., Diligent).
• Experience in ASX-listed, regulated or complex corporate environments with experience in lodgments with ASIC.
• Experience coordinating corporate or executive events.
• Strong interpersonal skills with the ability to build effective working relationships at all levels.
• Self-starter with strong initiative, able to work autonomously and within small teams.
• Proficient in Microsoft Office and comfortable with database-driven systems.

Benefits

• Dynamic work environment and opportunity to contribute to ground-breaking projects.
• Career development opportunities and unlimited access to online learning.
• Rewards platform with access to discounts at over 450+ Australian retailers.
• Paid parental leave for primary and secondary carers.
• Nurture Days, and more.
• Salary packaging including novated car leasing.