Business Support Coordinator

Job description

Tasks

• Reception Duties
• Greet visitors and clients in a professional, courteous and timely manner, notify staff of their arrival and offer refreshments.
• Answer incoming calls promptly and redirect/take messages as appropriate.
• Organize cabs, send confirmations and record data as required.
• Maintain visitor register and issue visitor day passes.
• Ensure Internal clients (all employees of Julius Baer) are provided with a high level of service and accommodate all reasonable requests.
• Unlock and lock main doors of the building each morning and evening.
• Arrange meetings by scheduling appropriate meeting times and booking rooms.
• Organize meeting refreshments, and in-house luncheon bookings for meeting rooms.
• Maintain a tidy, welcoming appearance within the reception area and meeting rooms at all times.
• Handle all aspects of the courier process, from receipt of courier packages, internal distribution to preparation, despatch and reconciliation of invoices.
• Provide cover for the facilities officer during periods of absence, this may include work associated with Health & Safety and liaising with building management agents.

Business Management

• Events services - responsibility for arranging client and corporate events including liaison with hospitality industry, budget decisions/negotiation, catering, invitation management.
• Support various sub-committees of the business with minute taking, task management and other corporate secretarial undertaking.
• Internal Communications - work with internal stakeholders to develop internal news content for the weekly Branch Newsletter. Plan, edit, write articles and oversee timely production of internal communications.
• Manage and maintain annual calendar of events, assisting with preparation of events as appropriate.
• Arrange travel, transportation and accommodation and prepare itineraries for key internal stakeholders.
• Arranging training events for the Branch, liaising with external training providers.

Requirements

Personal and social skills

• Strong sense of integrity and adherence to all the company's policies, principles, procedures, and values, treating others with dignity
• Strong communication skills, both written and verbal
• High standard of dress and personal presentation
• Attention to details

Professional and technical skills

• Skill in minute taking and understanding of corporate governance
• Event management skills
• Competent in Audio & Copy Typing
• Excellent knowledge of Excel, Word & PowerPoint
• Pro-active approach to work
• Team player

We offer