Sr Business Support Specialist/Business Support Specialist- Barceloneta

• Manages complex executive calendars, travel arrangements, and expense reporting with accuracy, confidentiality, and strong logistical coordination.
• Serves as the primary liaison for internal and external scheduling and meeting logistics.
• Owns the full meeting lifecycle, including agenda creation, minute taking, action item tracking, and follow up to ensure stakeholder accountability and alignment.
• Creates and refines presentations and reports using PowerPoint and other visual tools, ensuring timely delivery and brand consistency.
• Acts as project coordinator for select initiatives and events, ensuring timelines, deliverables, and stakeholder engagement across Communications, HR, Finance, IT, and business leaders.
• Coordinates meetings and events by defining objectives, building agendas, scheduling, managing invitations, coordinating with venues and suppliers, and handling logistics and materials.
• Leverages AI tools to automate routine tasks, draft communications, manage workflows, and recommend productivity-enhancing technologies.
• Champions employee engagement initiatives and executes onboarding, offboarding, new employee orientation, and cultural programs in partnership with leadership.
• Provides ad hoc employee support including inpat and expat administrative and mobility support, departmental awards administration, and other assigned duties.

• Manage records retention: involves organizing, labeling, storing, and disposing of company documents per policy and law. The role requires safeguarding confidentiality, tracking retention schedules, reviewing files, and advising staff on proper recordkeeping practices.
• Order office supplies: monitor inventory, gather requests, compare prices, place orders, track deliveries, inspect shipments, maintain records, and ensure purchases stay within budgets while keeping staff informed about supply status.
• Leverage AI tools to automate routine tasks to manage workflows. Stay current on emerging technologies and recommend tools that enhance productivity and collaboration.
• Liaise with GBS and IT to constantly improve processes related to Concur, WeBuy.
• Create purchase orders and coding to the proper cost centers and general ledger lines. Standardized procurement management - ordering materials, services, and equipment/tools, as well as shipping documents and materials, taking into account regulatory requirements and, in part, support in contract negotiations

• Bachelors degree with no previous work experience required OR High school diploma with five (5) years relevant experience required.
• Demonstrates strong learning agility and adapts to changing stakeholders, business needs, and technology.

• Applies emotional intelligence and executive-level judgment to anticipate needs and align with leadership priorities.
• Shows leadership and initiative, taking ownership of internal improvements and department coordination.
• Applies strong problem solving skills and supports decision making through proactive planning and cross-functional coordination.
• Exercises sound judgment when determining work methods and procedures in situations without established processes.
• Demonstrates change management and communication competence, along with business and technical knowledge, in support of the executive team.
• Leverages technical expertise and project management skills to achieve department objectives.
• Takes ownership of key administrative and coordination activities and proactively identifies process improvements.
• Demonstrates excellent written and verbal communication skills.
• Applies strong planning, organizing, and implementation skills, managing multiple priorities and meeting deadlines.
• Brings experience managing complex schedules, calendars, and travel arrangements.

• Bachelors with no previous work experience OR High school diploma with 3 years relevant experience
• Demonstrates high learning agility to adapt quickly to evolving stakeholders, business environments, and technologies.
• Manages key administrative tasks, identifies process improvements, and maintains excellent communication and organizational skills.
• Excellent communication and service orientation
• Flexible, organized, and resilient in dynamic settings Independent, proactive, and solution-focused Reliable, loyal, and assertive
• Discreet, with strong systems thinking
• Embraces change; skilled at prioritizing tasks and supporting teamsTech-savvy and creative

• Must be legally authorized to work in the United States without restriction.
• Must be willing to take a drug test and post-offer physical (if required)
• Must be 18 years of age or older

Boehringer Ingelheim