Specialist Coordinator Business Operations & Administration

Overview

The Business Operations & Administration Coordinator, Global Alliance Management will provide comprehensive administrative support to the SVP and the entire team, as well as operational project support to ensure timely execution of global strategies. This role requires strong collaboration within the organization.

• Administration
  :
  Produce, update, and support best‑practice MS documents, databases, and departmental systems. Tasks include purchasing materials, recording time and expenses, and related duties.
• Agenda Management
  :
  Receive and relay telephone messages; manage executive interaction schedules with internal and external sources.
• Correspondence
  :
  Respond to routine requests via standard letters or emails and custom responses to unusual requests.
• Document Management
  :
  Create, organize, and maintain files of correspondence and records for the Executive team.
• Document Preparation
  :
  Prepare routine letters, memoranda, reports, and similar documents using full office software functions.
• Meetings & Business Travel
  :
  Schedule appointments, arrange meetings and conferences, and organize travel plans per detailed instructions.
• Events & Training
  :
  Plan office events, trainings, moves, and office space planning.
• Recruitment Support
  :
  Organize interviews, interview travel, and onboarding of new hires.
• Office Organisation
  :
  Research vendors for office supplies/equipment and outsourcing services.
• Client & Customer Management
  :
  Assist Executive in managing internal and external client relationships; provide support to peers.
• Minutes
  :
  Attend and produce minutes and action items for internal client meetings, teleconferences, client visits, and audits.
• Budget & Invoice Management
  :
  Support team budget, analyze and develop office or department budgets.
• Contract Management
  :
  Perform simple contract‑management tasks.
• Project Coordination
  :
  Support project managers with simple tasks under supervision, coordinating projects within cost, time, and quality parameters.

• Technical Skills
  :
  Excellent MS Office skills (Word, Excel, PowerPoint). High level of IT usage (Internet, travel tools).
• Excellent communication skills.
• High level of confidentiality handling of sensitive information.
• Ability to work under pressure and handle multiple tasks simultaneously.
• Strong organizational skills and eye for detail.
• Team player with high proactivity and independence.

Solid education in administration/secretarial fields;
Bachelor’s degree or similar education.

Greater than 5 years experience in a similar role within a multinational environment.

Fluency in English and French required.