Business Support Coordinator

This is what you will do

The Business Support Coordinator plays a pivotal role in supporting the General Manager and the wider Chiesi business through the effective management of operational business support, event coordination, and office operations. 

This role is responsible for ensuring seamless day-to-day business support while contributing to a positive and efficient workplace environment.

A key focus of the role is proactive calendar management for the General Manager, the role acts as a trusted business support partner, anticipating needs and supporting the smooth execution of leadership activities.

The Business Support Coordinator is also responsible for coordinating a range of business events, including leadership meetings, strategy offsites, team workshops, and company conferences Working closely with internal stakeholders and external vendors, the role manages event logistics, communications, venue coordination, and timelines to ensure successful delivery of events.

In addition, the role oversees office management activities, ensuring the office operates efficiently and professionally. This includes coordinating suppliers and facilities, managing office resources, supporting workplace initiatives, and creating a welcoming and productive environment for employees and visitors.

To be successful in this role, the ideal candidate will be highly organised, proactive, and capable of managing multiple priorities simultaneously. Strong attention to detail, excellent communication skills, and the ability to build effective relationships across all levels of the organisation are essential. The role requires a collaborative team player who thrives in a fast-paced environment and consistently delivers high-quality support to the business and General Manager.

You will be responsible for

Business Support

•    Prepare, collate and distribute management and executive reports, presentations and business documentation, ensuring accuracy, quality and timely delivery.
•    Manage the creation and processing of Purchase Requisitions (PRs) and Purchase Orders (POs) for the field force and field related activity, as well as supporting single person function, ensuring adherence to company procurement policies, accurate record keeping and timely vendor payments.
•    Build and maintain strong relationships with internal and external stakeholders, demonstrating exceptional organisational, communication and multitasking skills while managing competing priorities.

Office Management

•    Oversee the day-to-day management and operation of the office, ensuring a safe, efficient and professional working environment. This includes managing office supplies and equipment, coordinating facilities maintenance, kitchen and common area management, security access administration, contractor coordination, and office-related vendor relationships.
•    Act as the central point of contact and trusted resource for employees, providing guidance and support on office-related matters, resolving issues promptly, facilitating effective communication, and fostering a positive employee experience.

Leadership Team Support

•    Manage and coordinate internal corporate meetings, town halls, leadership forums and global executive visits, including scheduling, logistics, agenda preparation, meeting materials, minute taking where required, and tracking follow-up actions to ensure accountability and completion of key business priorities.
•    Provide comprehensive Assistant support to the General Manager and Leadership Team, including complex calendar management, meeting coordination, travel bookings, preparation of detailed travel itineraries, processing expenses, and managing confidential business information with professionalism and discretion.

Event Management

•    Plan and execute company events, conferences, and corporate functions, both internal and external, including large-scale events such as Sales Conferences, leadership offsites, and team-building activities. 
•    Manage the administration of the event platform.
•    Manage catering for all events to support team activities and large scale corporate events.
•    Manage event budgets, vendor relationships, venue sourcing, contracts, logistics and communications while ensuring critical milestones and deadlines are achieved.
•    Serve as the primary point of contact for external customers, vendors and event partners in relation to company events, maintaining professional relationships and ensuring a high standard of customer experience and stakeholder engagement.

You will need to have

•    Minimum 5 years experience in business, administration, event management or relevant administration experience within a complex organisation.
•    Excellent communication, negotiation, and interpersonal skills
•    Ability to organise a daily workload by priorities
•    Ability to meet deadlines in a fast-paced environment
•    Proactive approach to problem solving and strong decision-making skills
•    Professional verbal and written communication skills
•    Cross functional working skills
•    Problem solving, organisational and time management skills
•    Have a high level of initiative, adaptability, and flexibility.
•    Proven time management skills with the ability to work to deadlines.
•    Are able to manage multiple and competing requests and prioritise workload and support accordingly within a fast paced and changing environment.
•    Must have strong Microsoft Office Suite capabilities and be an expert user of MS Teams and Zoom. 
•    Strong integrity and work ethic 
•    Ability to understand and be part of a flexible organisational culture

Location

Melbourne