Business Development Coordinator

Business Development Coordinator

The Business Development Coordinator (BDC) provides administrative, operational, and project support to the Business Development team, helping ensure the efficient execution of new business initiatives and agency marketing efforts. This role coordinates prospecting activities, proposal development, presentation logistics, CRM management, and other business development processes while collaborating closely with teams across the agency. The BDC is responsible for maintaining accurate information, supporting deadlines, fostering strong internal relationships, and contributing to an organized, responsive, and client-focused new business experience.

Essential Duties & Responsibilities as Business Development Coordinator

• Create and maintain project job numbers, folders, and records across Monday.com, Zoom, Google Workspace, and HubSpot, ensuring information is accurate, organized, and accessible.
• Coordinate internal and prospect meetings from start to finish, managing schedules, logistics, materials, room setup, and other details to ensure a standard of excellence and professionalism.
• Capture meeting notes and distribute clear, actionable recaps outlining responsibilities, deadlines, and next steps.
• Support the development and organization of proposals, presentations, credentials, and other business development materials, ensuring content is polished, accurate, and prospect-ready.
• Maintain proposal, credential, and asset libraries to ensure teams have easy access to current, approved materials.
• Serve as a liaison across Account Management, Creative, PR, Content, Social Media, Influencer, Media, Leadership, and Business Development teams to facilitate communication, alignment, and information sharing.
• Coordinate the development and production of one-pagers, leave-behinds, and other business development collateral, ensuring projects are completed on time and meet agency standards.
• Monitor project workflows and timelines within Monday.com, proactively updating assignments, tracking progress, and identifying potential bottlenecks.
• Maintain the integrity of HubSpot data by updating company and contact records to support accurate reporting and pipeline management.
• Follow up with internal stakeholders to obtain approvals, assets, information, and deliverables needed to support active client engagements.
• Identify opportunities to improve processes, checklists, and workflows that increase operational efficiency, consistency, and quality.

Requirements

• Bachelor's degree in Marketing, Business Administration, Communications, Public Relations, or a related field, or an equivalent combination of education and experience.
• One to three (13) years of experience in business development, marketing, account management, project coordination, agency operations, or a related professional environment.
• Exceptional organizational and project management skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills with excellent attention to detail.
• Ability to build collaborative relationships and work effectively with cross-functional teams and senior leaders.
• Experience coordinating meetings, presentations, proposals, or other client- or prospect-facing materials.
• Demonstrated ability to manage competing priorities while maintaining accuracy and follow-through.
• Proficiency with Microsoft Office (Word, PowerPoint, Excel) and Google Workspace.
• Experience with CRM platforms such as HubSpot or Salesforce is preferred.
• Experience using project management tools such as Monday.com, Asana, or similar platforms is preferred.
• Familiarity with presentation software, marketing collateral development, or proposal management is a plus.
• Experience updating website content, landing pages, or digital marketing assets is preferred.
• Demonstrated initiative, sound judgment, and a proactive approach to identifying and resolving issues.
• Ability to handle confidential and sensitive information with professionalism and discretion.

This job description serves as an overall summary of responsibilities for the position outlined. Please note it is subject to change with specific expectations associated with the position.

At Wray Ward, every resume is reviewed by a human recruiter or hiring manager. AI is not used to make candidate selection decisions.

Culture Alignment

At Wray Ward, we firmly believe that internal and client relationships are key to our success. Certain attitudes define how we work and are important in what we seek for our culture and mission. Our key agency attitudes are:

WE, NOT ME We check our egos at the door. As a result, we know we are stronger together and thrive in a positive atmosphere that welcomes diversity of thought and invites everyone to contribute their best.

BE FEARLESS Creativity demands that we hold nothing back. So we mutually support each other in having the hard conversations, being brave and candid, persuasive and courageous.

NAIL IT Everything we do is about creative problem-solving for our clients and the brands they put in our care. Every person here shares individual responsibility for their own, our agency's and our clients' success.

ASK "WHAT IF?" Be curious and always going beyond what is and considering what could be... we create unexpected possibilities that differentiate our brands and accelerate their success through innovation, expertise and creativity.

Our 39,000-square-foot home promotes collaboration and productivity through inspired meeting areas, offering natural light, vibrant colors, patterns and textures. Homelike elements are found in every corner, from the open-air roof-deck to our game room with foosball, ping-pong, Connect Five, classic board games and cornhole. Brightly colored throw pillows on sofas and our town hall meeting space, smart entertainment systems and live plants are scattered throughout. From holiday parties to movie nights, bowling and dodgeball teams to yoga and walking groups, we have a warm and inviting culture. Our office ushers us in, and it welcomes us home.

Our Mission

We are a community of catalysts using insights, strategy and creativity to transform spaces into stories and materials into experiences.

Candidates must possess authorization to work in the United States, as it is not the practice of Wray Ward to sponsor individuals for work visas. Wray Ward participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the United States.

At Wray Ward, we strongly believe that a diverse staff and inclusive culture will greatly enrich our work, our business, our industry and our lives. We are committed to an intentional approach to listening, understanding and talking, and to using our individual and collective talent, voices and influence to drive change.

Wray Ward is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran and basis of disability or any other federal, state or local protected class.