Business Support Coordinator

Non-exempt position; eligible for overtime at 1.5× base hourly rate for hours worked over 40 per week, or as required by state/local law.

Summary

Performs administrative, clerical, and process support. Assists the VP/Director and/or department leadership team in document controlling, scheduling, meeting logistics, social activities, travel coordination, presentation development, onboarding, and KPI tracking. This position works alongside the VP/Director and requires a high level of confidentiality.

Responsibilities

• Own and lead projects as assigned under direction of department leader, ensuring projects are managed from origination through completion within defined scope, cost, and time constraints.
• Own calendar, manage schedules, anticipate needs, and effectively manage department leader’s time to meet customer needs.
• Maintain and create reports and department metrics using tools such as Microsoft Excel, PowerPoint, Teams, and SharePoint.
• Plan, design, and execute moderate to large-scale meetings, off-site events, and virtual meetings.
• Create, design, and/or edit presentations for meetings and events.
• Plan all internal department meetings and events, including managing agendas, logistics, presentations, coordinating output and actions, and catering/organizing off-site dinners.
• Prepare and submit expense reports on behalf of management in compliance with NNPILP policies.
• Manage and coordinate complex travel arrangements and itineraries, ensuring flights, accommodations, ground transportation, and/or rental transportation are reserved.
• Support the Public Affairs and Communication team with tasks and social activities as needed.
• Order and maintain supplies for the Public Affairs and Communication Team.
• Set up and maintain 5S standards for documentation, admin, and storage areas.
• Support social media campaigns related to Viva Engage Page and other department-related social media outlets.
• Suggest and implement process improvement and standardization updates.
• Exercise excellent communication skills to represent the department.
• Perform a wide range of administrative duties of a highly confidential nature.
• Partner and collaborate closely with local colleagues.
• Follow all safety and environmental requirements in the performance of duties.
• Champion the Way.
• Create and manage batch records.
• Other accountabilities, as assigned.

Qualifications

• Bachelor’s Degree from an accredited university in a related field of study required.
• May consider an Associate’s degree from an accredited university with a minimum of two (2) years of experience in an administrative field, preferably in a pharmaceutical environment.
• May consider a High School Diploma or equivalent with a minimum of four (4) years of experience in an administrative field, preferably in a pharmaceutical environment.
• Minimum of four (4) years of experience in an administrative field preferred, preferably in a pharmaceutical environment.
• Ability to problem solve and navigate complex assignments preferred.
• Strong knowledge and experience using Microsoft Office applications including Word, Excel, PowerPoint, and Outlook required.
• Pharmaceutical experience a plus.
• Demonstrates excellent organizational and planning skills with a high level of attention to detail preferred.

Skills

• Experience supporting senior leaders or executives.
• Strong organizational, project coordination, and stakeholder management skills.
• Excellent communication and discretion when handling sensitive information.
• The ability to manage multiple priorities in a fast-paced environment.

Pay

$33.17 - $33.17/hr.

Benefits

• Full-time employees may select from different benefits packages, including:
  • Medical, dental, and vision benefits.
  • Health savings accounts with qualified medical plan enrollment.
  • 10 paid days off.
  • 3 days paid bereavement leave.
  • 401(k) plan participation with employer match.
  • Life and disability insurance.
  • Commuter benefits.
  • Dependent care flexible spending account.
  • Accident insurance, critical illness insurance, hospital indemnity insurance.
  • Accommodations and reimbursement for work travel.
  • Discretionary performance or recognition bonus.
• Sick leave and mobile phone reimbursement provided based on state or local law.