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Biolumina · 1 day ago

Senior Business Support Coordinator

New York, NY

Full-time

Onsite

Mid, Senior Level

$65K/yr - $70K/yr

1+ years exp

Biolumina is a company that supports senior leadership and account teams within the agency. The Senior Business Support Coordinator plays a key role in providing administrative support to senior vice presidents, managing schedules, travel arrangements, and facilitating onboarding processes.

AdvertisingMarketing

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.)

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

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

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

Qualification

Office software proficiencyVideo conferencing knowledgeGeneral office experienceCommunication skillsTeam playerAttention to detailProblem-solving skillsInterpersonal skillsQuick-thinkingAdaptability