Business Coordinator

Social network you want to login/join with: 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 SaveJOB DESCRIPTIONABOUT THE ROLE Job hunting resourcesWe 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 siteRequired 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 SaveEqual Opportunity and Affirmative Action Employer (US applicants only) Straumann Group is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national origin, age, veteran status, or disability unrelated to job requirements. Straumann Group will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, Straumann Group has developed and maintains an affirmative action program and plan.We comply with the Employee Polygraph Protection Act (EPPA), and Massachusetts law. It is unlawful for private employers to use lie detector tests for pre-employment screening or during employment, except in limited circumstances. An employer who violates this law shall be subject to criminal penalties and civil liability..Get tailored job recommendations based on your interests. profile icon Please note that if you are NOT a passport holder of the country for the vacancy you might need a work permit. Check our Blog for more information.