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New Business Coordinator

New York, NY
Req ID: 5485


Position at VMLY&R

At VMLY&R, we create connected brands. We resist the usual ways of seeing, doing and thinking — harnessing creativity, technology and culture — to reimagine the entire connected consumer experience. Our goal? To create work that becomes part of people’s lives, to drive value for our clients and, in the best of cases, to impact the world.


We are currently seeking a Business Development Coordinator to join our growing team in New York City! You will be supporting the Global Chief Growth Officer and his team with various administrative tasks and all components related to new business activities. We are looking for someone who is eager to learn, takes initiative, great at problem-solving and extremely organized. If this sounds like something you’re interested in, please reach out!


Team Admin Support (50%)

  • Calendar and schedule management for the Global Chief Growth Officer
  • Travel management, including hotel, flights, transportation bookings for Managing Director, Group Director and VP of Business Development
  • Expense management
  • Manage shared team calendars, distribution emails and lists, team accounts and login information
  • Serve as a central point of contact for pitch teams for all pitch-related materials and logistical needs
New Business Team Support (35%)
  • Assist team in gathering core pitch assets, including background information, capabilities and collateral materials, case studies, and team bios
  • Manage team’s inventory of branded assets such as stationery and swag, and replenishing as needed
  • Proactive pitch support- Coordinate and manage all in-person pitch theater needs
  • Secure and prepare meeting rooms for client meetings
  • F&B coordination with conference services and other outside vendors for client meetings
  • Coordinate with facilities for any client and guest access
  • Assisting with client deliverable and swag kits, including ordering and coordinating the swag with designers, pitch managers and studio services
  • Provide offsite meetings assistance
  • Craft travel itineraries with flight and hotel options for out-of-town client meetings
  • Securing hotel room blocks and conference room bookings for rehearsals and arranging F&B and transportation to and from meetings
  • Organize internal documents, job numbers, shared files, open and track PO’s and IWO’s
Miscellaneous (15%)
  • Replenishing office supplies as needed
  • Maintaining filing cabinets/ organizing printed pitch deliverables
  • Maintaining team room and meeting rooms cleanliness
  • Assist with coordinating and executing team outings/ bonding events
  • Delivering assets locally, on occasion
  • As part of the WPP Group, VMLY&R offers one of the best overall compensation packages in the business.

Required Skills & Experience

  • Exceptionally organized and detail oriented, with outstanding time management skills
  • Strong work ethic and solid customer service skills
  • Can juggle multiple projects and tasks at once, and has a flexible attitude towards constantly changing priorities
  • Has strong communication skills and experience interacting with all levels of management
  • Proficient in Microsoft Office and Keynote
  • Experience working with sensitive and confidential documents
  • Bachelor’s degree or relevant experience
  • 1-2 years’ overall experience in administrative support


VMLY&R is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, gender identity, sexual orientation, national origin, disability status, protected veteran status, or any other characteristic protected by law.



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