Business Support Coordinator III # 26-17639

Duration: 12 months (with extension possibility)

About the role

This individual will join an extraordinary administrative team and play a key role in providing support for our US R&D site. They will be supervised by the Senior Manager, Site Administration and Operations, and will partner closely with the existing Operations team and Administrative Support Specialists. This is a highly visible service position that includes taking an active role in creating a positive first impression for all visitors and requires a strong customer service mentality.

Responsibilities

• Serve as the point person for all visitors, managing multiple interactions with professionalism and calmness under pressure.
• Maintain confidentiality regarding unexpected visitors such as patients, FDA representatives, immigration officials, and board members.
• Act as the primary contact for building and office management, addressing employee queries and fulfilling needs within business guidelines.
• Manage daily conference room bookings, resolving conflicts and accommodating last-minute requests.
• Provide administrative support and office management tasks on a daily basis.
• Support internal teams with industry conference coordination and calendar management.
• Ensure high-quality standards and efficient processes are followed.
• Assist with financial systems and processes, including preparation of POs for entry into the Coupa system.
• Lead or assist with projects for the operations team, such as new hire orientation, digital signage templates, site-wide events, swag giveaways, lunch system maintenance, site plants/decor, and email distribution lists.
• Send informational email communications to respective sites as needed.
• Contribute to the company culture by facilitating corporate values and helping to create a great workplace.

Requirements

• Minimum of an Associate’s degree.
• At least 5 years of experience in an administrative or office management capacity.
• Upbeat and positive attitude with a high degree of professionalism, diplomacy, and discretion in handling confidential information.
• Ability to work independently and collaboratively, acting as a role model and providing leadership to the administrative support team.
• Exceptional Microsoft Office skills, time management, and internet research abilities.
• Comfortable collaborating with all levels of the organization as well as external customers and vendors.
• Forward-thinking with the ability to foresee and intercept conflicts before they arise.
• Strong problem-solving skills, organizational skills, and attention to detail.

Top 3 Must-Have Skills

• Strong organizational skills.
• Flexibility: the ability to multi-task and pivot between competing priorities.
• Excellent interpersonal skills, including a smiling, pleasant, and friendly demeanor to welcome guests and collaborate across the organization.

Schedule

5 days a week onsite.