Business Support Coordinator

The Business Support Coordinator works within a highly professional administration team, demonstrating excellent working knowledge of the company, its employees, and its departments. The Business Support Coordinator is the first point of contact for both telephone and onsite visitors and will be expected to deliver a standard of service aligned with the Corporate Values of care, passion, and excellence. The Business Support Coordinator will also provide support to all areas of the business under the direction of the Executive Assistant.

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.
• Ensure switchboard is set to and removed from overnight services.
• Ensure any voicemails are listened to and handled appropriately.
• Organise taxis, 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.
•  Organise 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 undertakings.
• 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, transport and accommodation and prepare itineraries for key internal stakeholders.
• Arranging training events for the Branch, liaising with external training providers.
• Provide secretarial/administrative support to the business, in particular senior management, as required.

Personal and Social

• 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 detail
• Pro-active approach to work
• Team player

Professional and Technical

• Skill in minute taking and understanding of corporate governance
• Event management skills
• Competent in Audio & Copy Typing
• Excellent knowledge of Excel, Word & PowerPoint

Julius Baer offers a competitive benefits package which includes medical insurance, dental, paid leave, annual discretionary bonus and parking.