Business Coordinator

Position Description:

We are seeking a highly experienced, proactive, and exceptionally organized Business Coordinator to provide comprehensive administrative support to OEM Global Director of Service Engineering and Operations (SE&O). This role is pivotal in ensuring the Director's effectiveness and efficiency by managing a complex schedule, organizing events and handling sensitive and confidential information with the utmost discretion. This position will also work with the SE&O Business Office on various assignments.

Key Responsibilities:

1. Calendar Management: Manage the Director's demanding and complex calendar, including scheduling internal and external meetings across multiple time zones, managing conflicting priorities, coordinating with other executive offices ensuring optimal time utilization.
2. Meeting Support & Events: Schedule, manage attendees, and ensure the agenda and necessary materials are included and cascaded. This also includes ensuring the technology or tech support is scheduled for a seamless meeting. Organizing events, from small offsites to multi-hundred people internal Town Halls, should also be anticipated.
3. Communication Management: Act as a primary point of contact screening and prioritizing emails, and correspondence. Coordinate effectively with internal teams, other executives, Dealers and stakeholders.
4. Travel Arrangements & Expense Management: Coordinate intricate domestic and international travel arrangements (flights, hotels, ground transportation, visas), create detailed itineraries, and manage changes and logistics on the fly. Process expense reports accurately and in a timely manner, adhering to company policies.
5. Relationship Building: Cultivate strong working relationships with other Executive Assistants, leaders, team members, and external contacts to facilitate smooth operations and communications.
6. Project Support: Provide light project coordination or support on initiatives related to the Director's priorities and the SE&O Business office, which may involve tracking action items and coordinating input from various teams.
7. Office Operations & Support: Manage administrative tasks for the Director's office, including ordering supplies, coordinating with facilities, and generally ensuring the smooth operation of the executive's immediate environment.
8. Event Management: Work with the SE&O Business Office to manage the logistics required for onsite and offsite meetings and town halls. This may include ordering food and taking care of the needs for the events.
9. Confidentiality & Discretion: Handle all matters, materials, and communications with the highest level of confidentiality, integrity, and professionalism.

Experience Required:

Minimum of 7 years of progressive experience providing executive-level administrative support with a large, complex global organization.

Work Environment:

The pace can be fast, and flexibility regarding occasional early mornings, late evenings, or weekend availability to support the Director's schedule or travel may be required

Education Required:

High School Diploma or GED required. An associate or bachelor's degree in business administration, Communications, or a related field is strongly preferred.

Skills:

Exceptional organizational, planning, and time management skills. • Superior written and verbal communication skills. • Proven ability to handle confidential information with absolute discretion. • Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). • Experience with collaboration tools (e.g., Teams, SharePoint) is a must. • Strong ability to work independently, prioritize tasks, and manage multiple projects simultaneously under pressure. • Excellent problem-solving abilities and resourcefulness. • Meticulous attention to detail and accuracy. • Professional demeanor and strong interpersonal skills. • Ability to adapt quickly to changing priorities and environments. • Ability to anticipate needs and potential issues, taking initiative to resolve problems. Desired Attributes (Nice-to-Haves): • Experience supporting a global executive. • OEM experience. • Familiarity with large corporate structures and navigating internal processes.