Coordinator IV (Office Manager - Gravity Office)

BoehringerPRD•Boston, MA

21d•Hybrid

About The Position

The Coordinator IV/Office Manager provides advanced administrative, coordination, and operational support to BI Venture Fund (BIVF) USA by managing the day-to-day Gravity Office operations and supporting strategic projects, communications, and stakeholder coordination across internal and external partners. The role requires office presence in our Boston office 4 days per week. As an employee of Boehringer Ingelheim, you will actively contribute to the discovery, development and delivery of our products to our patients and customers. Our global presence provides opportunity for all employees to collaborate internationally, offering visibility and opportunity to directly contribute to the companies´ success. We realize that our strength and competitive advantage lie with our people. We support our employees in a number of ways to foster a healthy working environment, meaningful work, mobility, networking and work-life balance. Our competitive compensation and benefit programs reflect Boehringer Ingelheim´s high regard for our employees.

Requirements

Minimum of 5 years administrative, customer service and/or relevant business experience.
Proficient knowledge of Microsoft Office (Word, Excel and PowerPoint) and data entry experience.
Demonstrated high degree of accuracy, problem-solving and problem resolution as well as high attention to detail. Ability to meet deadlines independently.
Demonstrated ability to work in a team environment.
Consistently meets performance and compliance requirements.
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.
Demonstrates change management and communication competence, supported by business/technical knowledge and solid project coordination skills.
Ability to plan, organize, and execute work across multiple priorities while meeting deadlines.

Nice To Haves

Business School certification, Associate's or Bachelor's degree preferred.
Prior professional experience in administrative, coordination, office management, or business support roles, preferably in an international matrix organization preferred.
Demonstrated excellent written and verbal communication skills.

Responsibilities

Performs complex administrative and coordination activities supporting venture, innovation, and Gravity Office operations in a global environment.
Collects, consolidates, tracks, and verifies information from multiple internal and external sources.
Prepares reports, presentations, timelines, correspondence, and decision-support materials using standard BI systems and tools.
Manages office workflows, calendars, meeting logistics, and documentation.
Manages executive calendars, travel arrangements, and expense reporting with accuracy and confidentiality.
Provides ad hoc employee support (including inpat/expat administration and mobility) and other assigned duties.
Provides project coordination for cross-functional and strategic initiatives involving BIVF leadership and partner functions.
Supports stakeholder engagement by organizing information flow and tracking actions and deliverables.
Serves as a primary coordination point for internal and external stakeholders with competing priorities.
Supports execution of communication initiatives related to Gravity Office activities.
Organizes and supports investment events, BI Office Hours, and networking activities by setting objectives, building agendas, coordinating invitations/venues/suppliers, and managing materials and follow-up.
Identifies opportunities to improve administrative and coordination processes to increase efficiency and reliability.
Serves as a resource for unit administrative processes and procedures.