Business Support Specialist

Give hope. Give health. Make your mark in the fight against cancer.
At Accuray, we make a direct and powerful impact on the lives of cancer patients every day — helping them live longer, better lives. But our commitment to innovation offers a truly unique opportunity: the chance to change the fight against cancer — helping to develop, introduce and support new treatment delivery systems and software that will give new hope and new health to cancer patients and cancer survivors around the world.
Accuray develops, manufactures and sells radiotherapy systems for alternative cancer treatments. Our radiation therapy for cancer makes treatment shorter, safer, personalized and more effective, ultimately enabling patients to live longer, better lives.
Job Description
This role operates on a hybrid schedule with a minimum of 3 days in the office.
SUMMARY:
The Business Support Coordinator provides high-level administrative, operational, and workplace management support within a fast-paced, global organization. This role serves as a trusted business partner, proactively managing priorities, coordinating complex activities, and supporting effective communication and execution across the business.
REPORTING TO/DEPARTMENT: This role reports to the Executive Assistant to the CEO.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Administration and Business Support
• Provide high-level administrative and operational support to Executive Assistants and corporate functions.
• Manage complex calendars, schedules, and meeting priorities, ensuring alignment with business objectives and executive commitments.
• Coordinate domestic and international travel arrangements, including detailed itineraries, accommodations, transportation, visas, passports, and travel documentation.
• Prepare, process, and reconcile expense reports in accordance with company policies and procedures.
• Coordinate leadership meetings, business reviews, customer engagements, executive briefings, and strategic planning sessions.
• Prepare and distribute presentations, reports, dashboards, meeting materials, and executive communications.
• Track action items, commitments, deliverables, and deadlines to ensure timely follow-through and execution.
• Serve as a liaison among executive leadership, employees, customers, partners, vendors, and other stakeholders.
• Handle highly confidential and sensitive information with discretion, professionalism, and sound judgment.
• Support organizational communications, leadership updates, and company-wide announcements.
Project Support and Continuous Improvement
• Independently lead and support special projects as assigned
• Lead and support special projects and strategic initiatives as assigned.
• Develop project plans, timelines, status updates, and tracking mechanisms to support successful execution.
• Coordinate cross-functional initiatives involving Sales, Marketing, Finance, Operations, Human Resources, Facilities, Service, and Executive Leadership.
• Evaluate existing administrative and workplace processes and recommend improvements that enhance efficiency, productivity, employee experience, and operational effectiveness.
Project Support and Continuous Improvement
• Support organizational change initiatives and implementation of new workplace processes and systems.
• Plan and coordinate leadership offsites, strategic planning sessions, executive workshops, and team meetings.
• Organize company-wide events, recognition programs, and employee engagement activities.
• Coordinate global commercial meetings, including venue research, vendor management, budget tracking, accommodations, catering, transportation, and event logistics.
• Drive continuous improvement initiatives that enhance administrative processes, communication effectiveness, and team productivity.
• Develop and maintain project plans, timelines, and status updates to support successful execution of strategic initiatives.
Visitor and Executive Meeting Coordination
• Support coordination of all logistics for international visitors, customers, partners, board members, and global colleagues.
• Coordinate required documentation, compliance requirements, and approvals for site visits and special events.
• Prepare invitation letters and supporting documentation for international visitors as required for travel and entry requirements.
• Facilitate visitor onboarding, site tours, customer demonstrations, and executive engagement programs.
• Coordinate agendas, meeting materials, demonstrations, site tours, and engagements.
• Support company meetings, leadership summits, town halls, employee events, and recognition programs.
• Coordinate venue selection, catering, transportation, accommodations, audiovisual requirements, and event logistics.
• Ensure all meetings and events are executed with a high level of professionalism and attention to detail.
Office Management and Workplace Operations
In addition to business support coordinator responsibilities, this role will assume office coordinator duties to support a professional, organized, safe, and well-functioning workplace.
Responsibilities include:
• Manage day-to-day operations of the corporate office to maintain a professional, organized, safe, and productive work environment.
• Oversee office, kitchen, meeting-room, and workplace supply inventory; manage purchasing activities within approved budgets and company policies.
• Coordinate incoming and outgoing mail, courier services, package distribution, shipping activities, and related processes.
• Maintain main conference rooms, common areas, kitchens, reception areas, and shared workspaces to ensure a positive employee and visitor experience.
• Serve as the primary point of contact for routine office needs; coordinate with facilities, maintenance providers, cleaning services, and workplace vendors.
• Submit, monitor, and follow through on maintenance requests, repairs, and facilitiesrelated projects to completion.
Office Management and Workplace Operations
• Coordinate meeting-room readiness, including room setup, technology checks, catering, materials, and post-event resets.
• Maintain office-related vendor information, purchase documentation, invoices, budget and expense records in accordance with company policies.
• Ensure workplace information, contact lists, seating arrangements, emergency supplies, and office procedures remain current and accessible.
• Support employee onboarding and offboarding logistics, including workspace readiness, office access coordination, equipment and supply requests, and welcome materials in partnership with the appropriate teams.
• Communicate office updates, building notices, workplace changes, safety reminders, and service interruptions to employees as appropriate.
• Identify opportunities to improve office operations, employee experience, administrative processes, and cost effectiveness.
Key Competencies
• Exceptional organizational, planning, and project management skills.
· Strong executive presence and professional communication abilities.
• Ability to prioritize multiple competing demands with accuracy and urgency.
• Proactive problem-solving and decision-making capabilities.
• High level of confidentiality, discretion, and sound judgment.
• Continuous improvement mindset focused on operational excellence.
• Experience supporting senior leaders and key stakeholders within a global sales, commercial, or healthcare/medical technology environment preferred.
QUALIFICATIONS:
• Business Administration Degree preferred, with 5 years minimum experience, or 10 years work equivalent experience.
• Excellent organizational and communication skills.
• Advanced proficiency in Microsoft Office 365, including Outlook, Teams, PowerPoint, Excel, and Word.
• Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
• Ability to work in a fast-paced environment and some weekends and manage multiple tasks and demands.
• Occasional travel required (for permanent candidate).
To qualify for this position, candidates must be able to furnish proof that they are authorized to work in the country they are applying on a permanent basis without sponsorship.
EEO Statement
At Accuray, our commitment to patient-first outcomes drives an inclusive and collaborative work environment where the best ideas rise to the top — and everyone works to push them further. We value diversity in both the professional and personal backgrounds of our employees, as this variety adds rich energy to every team, every project and every work day. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin – including indiv