Senior Business Support Coordinator

Title: Senior Business Support Coordinator

Company/Location: Biolumina / New York, NY

Department/Discipline: Administration

Description

The Senior Business Support Coordinator supports senior leadership and account teams in the Agency. Their primary responsibility is to provide support for SVPs. Additionally, they are responsible for a variety of duties including planning meetings, making domestic & international travel arrangements, and managing expense reports.

Primary Responsibilities

• Support Senior Vice Presidents (i.e. Managing Directors, Directors of Client Services)
• Manage calendars—delegate access for MD and DoCs, meeting support for SVPs as needed
• Make international and domestic travel arrangements
• Complete and submit expense reports in a timely manner; keep record of expenses submitted and track reimbursement status
• Book conference room and resources
• Make lunch/dinner reservations (with or without client, if applicable)
• Coordinate shipping, messenger services and package follow up (e.g. account work, client gifts, etc.)
• Provide internal Agency support
• Coordinate internal Agency attendance at industry conferences
• Cover reception area while receptionist is on break/lunch in rotation with other administrative/executive assistants
• Act as liaison to office services and technology support as needed
• Support Human Resources as needed with ad hoc projects
• Provide onboarding support for new accounts
• Coordinate catering for internal meetings as needed
• Provide support for agency-led workshops and initiatives as needed (account should lead)
• Communicate weekly reimbursement notifications to employees
• Assist with Agency recruiting and onboarding efforts
• Aid recruiting team in interview scheduling for SVPs
• Coordinate internal new hire onboarding for VPs and above
• Welcome new SVP team members and gather pertinent information from them for business travel (e.g. contact number, home address, corporate credit card information, etc.)
• Train (or help to train) new hires in process and procedures for expense reporting and travel booking

Additional Responsibilities

• Act as a resource to the Agency; maintain and share knowledge on internal policies, processes and key points of contact
• Communicate effectively and professionally both internally and externally with all levels of the organization
• Demonstrate ability to set priorities while handling multiple projects/deadlines
• Demonstrate good problem-solving and interpersonal skills
• Foster a positive team atmosphere demonstrating respect for peers, supervisors and clients
• Know clients and their products; be knowledgeable of which accounts team members are working on
• Develop relationships with clients and/or client administrative team members
• Stay aware of current team projects and proactively assist staff members
• Assist other members of department/team as needed when workload allows
• Perform additional duties as assigned by manager

Qualifications

• An AA degree or BA degree is preferred
• 1-3 years general office experience (experience in pharmaceutical industry a plus)
• Strong knowledge of Windows, Mac OS, Word, Excel, Outlook, and PowerPoint
• Understanding of video conferencing platforms
• Outstanding verbal and written communication skills
• Strong attention to detail
• Ability to work effectively in a fast-paced environment with changing priorities
• Strong team player with excellent interpersonal and communication skills
• Quick-thinking individual with enthusiasm and motivation who thrives in a fast-paced environment

Biolumina’s Values

Open Mind

• Always ask why—of your teammates, your clients, and yourself. And don’t stop there—keep asking questions
• Be respectful of others’ ideas, opinions, and diverse backgrounds
• Be flexible and adaptive to new ways of doing things

Brave Heart

• Speak your mind…and your heart
• Courageously step forward to try something new and help others to do the same
• Be brave enough to defend your opinions—and brave enough to change them

Ready Hands

• Be proactive and push things forward
• Reach out to offer help and raise your hand to ask for help
• Go out of your way to show gratitude

The range below represents the low and high end of the base salary someone in this role may earn as an employee of an Omnicom Health Group company in the United States. Salaries will vary based on various factors including but not limited to professional and academic experience, training, associated responsibilities, and other business and organizational needs. The range listed is just one component of our total compensation package for employees. Salary decisions are dependent on the circumstances of each hire.

• $64,600 - $69,700