Business Coordinator

Straumann Group; Madrid; Presencial; EUR 40.000 - 60.000; Jornada completa

Descripción de la vacante

A leading company in the dental technology sector seeks a highly organized Business Coordinator to support their IDT Lead Team. This full-time position involves extensive travel and expense management, meeting coordination, and administrative support in a fast-paced environment. Ideal candidates will have over 5 years of experience, superb organizational skills, and proficiency in Microsoft Office. The role requires discretion and professionalism while handling sensitive information, making it crucial for effective business operations.

Formación

• 5+ years in an Executive Assistant or similar role.
• Strong travel coordination and expense management experience.
• Fluency in English; Spanish is a plus.

Responsabilidades

• Coordinate domestic and international travel arrangements.
• Organize and schedule Lead Team meetings.
• Manage complex calendars for multiple team members.

Conocimientos

Travel Coordination

Expense Management

Calendar Management

Organizational Skills

Proficiency in Microsoft Office

Descripción del empleo

ABOUT THE ROLE

We are looking for a highly organized and proactive Business Coordinator to provide comprehensive administrative and executive support to our IDT (Integrated Dental Technologies) Lead Team. This role is offering a broad scope covering our matrix structure that includes calendar management, meeting coordination, travel planning, expense management, document preparation, and operational support (if applicable). The ideal candidate will be a trusted partner to the Head of Business Coordination IDT as well as the senior leadership, ensuring seamless day-to-day operations, coordination and communication.

Key Responsibilities:

1) Travel & Expense Management

• Coordinate domestic and international travel arrangements, including flights, accommodations, visas, and itineraries.
• Ensure seamless end-to-end travel planning, anticipating needs and resolving any travel-related issues.
• Process expense reports accurately and efficiently, ensuring compliance with company policies.
• Manage travel budgets and vendor relationships for optimized cost efficiency.
  

2) Meeting Coordination & Follow-Up Actions

• Organize and schedule Lead Team meetings, support the planning of leadership offsites, and business events.
• Prepare agendas, take detailed meeting minutes, and track follow-up action items.
• Ensure timely communication of key decisions and next steps to relevant stakeholders.
• Arrange meeting logistics, including room bookings, AV setup, and catering.

3) Calendar Management

• Manage complex and dynamic calendars for multiple Lead Team members, prioritizing tasks and scheduling.
• Coordinate across teams to ensure efficient time management and alignment.
• Anticipate scheduling conflicts and proactively suggest solutions.
• Act as a gatekeeper, managing access to leadership schedules and minimizing disruptions.
  

4) Administrative Support & Office Management

• Provide general administrative support & coordinative support to Head of Enterprise Performance Partners IDT
• Support with document preparation, correspondence, and internal communication ( if applicable).
• Organize and coordinate catering, business lunches, and local team activities.
• Assist with visitor arrangements, including meeting room setup and hospitality.
• Assist with (local) events and provide guidance on site
  

Required Skills & Qualifications:

• 5+ years of experience in an Executive Assistant, Business Coordinator, or Administrative Support role (or in a similar role; preferably in global company/-ies).
• Strong travel coordination and expense management experience.
• Expertise in calendar management and meeting coordination for senior leadership.
• Proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word) and travel/expense tools (e.g., Concur).
• Exceptional organizational skills with the ability to multitask and prioritize
• Capability to adapt to changes & handle time pressure when necessary
• Pro-active and pragmatic approach to tasks with a desire and willingness to learn & develop
• High level of professionalism, discretion, and ability to handle confidential information.
• Fluent in English, knowledge in Spanish or another language is a plus.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or disability.

Employment Type:Full Time

Alternative Locations:Spain : Madrid

TravelPercentage:0 - 10%

Requisition ID: 17494