Business Support Assistant Job at Baxter (Old Toongabbie)

Job Description

This is where your work makes a difference. At Baxter, we believe every person—regardless of who they are or where they are from—deserves a chance to live a healthy life. It was our founding belief in 1931 and continues to be our guiding principle. We are redefining healthcare delivery to make a greater impact today, tomorrow, and beyond. Our Baxter colleagues are united by our Mission to Save and Sustain Lives. Together, our community is driven by a culture of courage, trust, and collaboration. Every individual is empowered to take ownership and make a meaningful impact. We strive for efficient and effective operations, and we hold each other accountable for delivering exceptional results. Here, you will find more than just a job—you will find purpose and pride. The Role: As a result of an internal move, an exciting opportunity has become available for a Business Support Assistant to join Baxter's Business Support team. This is a varied and rewarding role where no two days are the same. As a trusted partner to the business, you will be the go-to person for a wide range of stakeholders, providing seamless administrative support, coordinating key activities, and helping to keep the team running efficiently. From managing day-to-day operations to supporting projects and business initiatives, you will play an important role in enabling the team's success. This permanent full-time position is ideal for someone who enjoys building relationships, staying organised, and being at the heart of a collaborative and high-performing team. This role will be based at the Baxter Old Toongabbie office working in a hybrid arrangement with 3 days from office and 2 days from home.

Job Responsibility

Administer travel arrangements for team including flights, visas, accommodation, meetings & transfers
Typing of correspondence/documents and prepare presentations in a professional manner
Organise meetings internally, reserve rooms and answer the telephone in a timely and professional manner to guarantee customer satisfaction
Coordination of Conferences, Team Meetings and assist with other activities such as the Annual Sales & Marketing Conference
Assist with the coordination of the ANZ training calendar, collating attendees, catering, materials for ANZ Training Manager & Team
Organise a smooth commencement for new departmental staff by arranging a computer, phone, office, Induction meetings with other departments
Prepare, monitor & track progress of Grants & Donation forms
Taking Minutes for Leadership Team Meetings and other management meetings as requested
Organise catering through canteen/local supplier as required
Process expenses through Concur
Check expense claims submitted for approval for completeness of supporting documents
Processing invoices for various departments in Coupa
Working with Customer Service Portal and Accounts team for timely payment of invoices
Setting up new suppliers and ensuring the documentation is complete and signed for compliance

Requirements

Proven experience in a Personal Assistant (PA), Executive Assistant (EA), or Administrative Support role
Advanced proficiency across the Microsoft 365 suite, including Outlook, Word, PowerPoint, Excel, and Teams
Strong experience using digital collaboration and virtual meeting platforms
Excellent organisational, communication, and multitasking skills
Experience with Concur and Coupa is advantageous, though not essential, as training can be provided
Ability to manage competing priorities while maintaining accuracy and professionalism

Nice to have

Experience with Concur and Coupa

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Business Support Assistant

Job Description

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