Innovation Hub Project & Operations Coordinator

About Us:

Establishment Labs is changing the medical device, breast health, aesthetics and reconstruction industry by designing, developing, and manufacturing an innovative portfolio of advanced medical aesthetic device technologies and wellness solutions. It is currently the world’s fastest-growing women’s health company.

Our Femtech solutions are proudly produced at two MDSAP-certified, carbon neutral, LEED Gold certified, state-of-the-art manufacturing facilities in Costa Rica and are approved for sale in more than 85 countries.

Since 2018 the company trades on the NASDAQ stock exchange under the ticker symbol ESTA and has a market cap of around $1.8 billion.

This is an exciting opportunity to join an innovative international company in hyper-growth as we launch a significant revolution to transform the women´s aesthetics industry. 

Objective

The Innovation Hub Project & Operations Coordinator  supports OUS Medical Education programs and Innovation Hub initiatives by providing project coordination, administrative support, documentation management, stakeholder engagement, and operational follow-up. This role is responsible for ensuring the efficient execution of educational programs, events, and project activities through effective tracking, reporting, logistics coordination, and management of HCP/KOL payment processes.

The position serves as a key liaison between internal teams, healthcare professionals, vendors, and external partners to ensure activities are delivered on time, in compliance with applicable requirements, and aligned with business objectives.

Main Responsibilities

• Coordinate meetings, including scheduling, agenda preparation, meeting minutes, and follow-up on action items.
• Support project planning, execution, and tracking through the maintenance of timelines, action logs, control trackers, and documentation repositories.
• Provide administrative and operational support for Medical Education programs and Innovation Hub initiatives.
• Coordinate educational event logistics, including travel arrangements, accommodations, vendor management, and stakeholder communications.
• Manage HCP and KOL administrative processes, including payment tracking, invoicing, compliance documentation, and financial follow-up.
• Maintain visibility of project and financial status through reports, dashboards, trackers, and documentation packages.
• Organize and maintain project documentation, ensuring information is accurate, current, and accessible through shared platforms such as SharePoint.
• Serve as a liaison between internal stakeholders, healthcare professionals, vendors, travel agencies, and cross-functional teams to ensure alignment and timely execution of activities.
• Monitor project progress, payment status, logistics readiness, and outstanding actions, proactively identifying risks, delays, or documentation gaps.
• Escalate issues as appropriate and coordinate resolution efforts to maintain project continuity and delivery timelines.
• Support continuous improvement initiatives by enhancing administrative workflows, documentation practices, and event coordination processes.

Requirements

• Bachelor’s degree in Project Management, Business Administration, Life Sciences, or a related field. (Preferred: Master’s degree or professional certification such as PMP, PRINCE2, Scrum Master, Product Owner, or Office Management.)
• Proficiency in Microsoft Office Suite and SharePoint.
• Flexible schedule in order to provide support to Europe

• Experience with project tracking tools, documentation management systems, and Salesforce CRM.
• Preferred: Experience with JIRA, CRM platforms, or other project management tools.
• Advanced English proficiency (written and spoken). Preferred: Advanced third language proficiency.

• Minimum of 3 to 5 years of professional experience in project coordination, project administration, Medical Education, healthcare, or related environments.
• Experience supporting multiple stakeholders, projects, events, and administrative processes simultaneously.

• Strong organizational, communication, and stakeholder management skills.
• High attention to detail with the ability to manage multiple priorities and deadlines.
• Willingness and availability for occasional travel as required. (National and International)
• Ability to work effectively in a cross-functional and multicultural environment.

Important Note: This job description includes the necessary aspects required to evaluate this job position. It should not be used as a comprehensive list 
of all responsibilities, skills or functions.
 At Establishment Labs we’re committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability (visible and not visible), gender, gender identity or expression, or veteran status. We strive to be a more equal opportunity workplace.