Business Support Coordinator II

Spectraforce Technologies; Clayton (NC); On-site; USD 42,000 - 65,000; Full time

Job summary

Spectraforce Technologies in Clayton, NC seeks a Public Affairs & Communication Assistant for a 6-month assignment to support senior leaders, manage calendars, prepare presentations, and coordinate events while handling confidential information.

This role emphasizes organizational skills, stakeholder management, and proficiency with Microsoft Office, SharePoint, and social media tasks for Viva Engage Page and related communications.

Qualifications

• Bachelor's Degree required in related field or equivalent experience.
• Experience supporting executives or senior leaders preferred.
• Strong Excel/PowerPoint skills and attention to detail required.

Responsibilities

• Perform administrative, clerical & process support.
• Assist VP/Director and department leadership with scheduling, meetings and travel.
• Prepare expense reports in compliance with policies and manage confidential information.
• Plan and coordinate internal and external meetings and events.
• Create and edit presentations for meetings and events.
• Maintain department metrics and reports using Excel/PowerPoint/SharePoint.
• Manage special projects under direction of department leader.
• Ensure smooth calendar management and stakeholder communication.

Skills

Experience supporting senior leaders

Stakeholder management

Discretion handling sensitive info

Organizational multitasking

Excellent communication

Project coordination

Education

Bachelor's Degree

Associate's degree + 2 yrs admin

High School Diploma + 4 yrs admin

4+ yrs admin exp

Tools

Microsoft Office (Word, Excel, PowerPoint, Outlook)

SharePoint

Job description

Job Title: Public Affairs & Communication Assistant

Location: Clayton, NC 27527

Duration: 6 Months (Possibility of extension depending upon business requirements and performance)

TOP SKILLS PER MGR:

• Experience supporting senior leaders or executives


• Strong organizational, project coordination, and stakeholder management skills


• Excellent communication and discretion when handling sensitive information


• The ability to manage multiple priorities in a fast-paced environment

Purpose:

• Performs administrative, clerical & process support.


• Assists the VP/Director &/or department leadership team in document controlling, scheduling, meeting logistics, social activities, travel coordination, presentation development, onboarding & KPI tracking.


• This position will work alongside the VP/Director & require a high level of confidentiality.

Essential Functions:

• Own & lead projects assigned under direction of department leader, to include ensuring project is managed from origination through completion within the defined scope, cost & time constraints


• Own calendar, manage schedules, anticipate needs & effectively manage department leader's time, to ensure the needs of the customer are met


• Maintain and create reports & department metrics using various tools such as Microsoft Excel/PowerPoint/Teams, SharePoint, etc.


• Ability to plan, design & execute both moderate to large scale meetings/off-site events, as well as virtual meetings & events


• Create, design and/or edit presentations for meetings/events


• Plan all internal meetings & events for the department, to include managing the agenda, logistics, presentations, coordinating output & actions and catering/organizing off-site dinners


• Prepare & submit expense reports on behalf of management in compliance with organization policies


• Manage & coordinate complex travel arrangements & itineraries while ensuring flights, accommodation, ground &/or rental transportation are reserved


• Support the Public Affairs and Communication team with tasks & social activities as needed


• Order & maintain supplies needed to support the Public Affairs and Communication Team


• Set-up & maintain 5S standards for documentation, admin & storage areas


• Support social media campaigns related to Viva Engage Page and other department related social media outlets


• Suggests & implements process improvement & standardization updates


• Exercise excellent communication skills to represent the department


• Perform a wide range of administrative duties highly confidential in nature


• Partner & collaborate closely with local colleagues


• Follow all safety & environmental requirements in the performance of duties


• Champion the company way


• Create and Manage batch records


• Follow all safety & environmental requirements in the performance of duties


• Other accountabilities, as assigned

Physical Requirements:

• Ability to work in an open office environment with the possibility of frequent distraction.


• Ability to travel up to 10% of the time (from site to site).

Qualifications:

• Bachelor's Degree from an accredited university in a related field of study required


• May consider an Associate's degree from an accredited university with a minimum of two (2) years of experience in an administrative field required, preferably in a pharmaceutical environment


• May consider a High School Diploma or equivalent with a minimum of four (4) years of experience in an administrative field required, preferably in a pharmaceutical environment


• Minimum of four (4) years of experience in an administrative field preferred, preferably in a pharmaceutical environment


• Ability to problem solve & navigate complex assignments preferred


• Strong knowledge & experience using Microsoft Office applications including: Word, Excel, PowerPoint & Outlook required


• Pharmaceutical experience a plus


• Demonstrates excellent organizational & planning skills with a high level of attention to detail preferred