Executive Assistant Admin

At Johnson & Johnson, we believe health is everything. Our strength in healthcare innovation empowers us to build a world where complex diseases are prevented, treated, and cured, where treatments are smarter and less invasive, and solutions are personal. Through our expertise in Innovative Medicine and MedTech, we are uniquely positioned to innovate across the full spectrum of healthcare solutions today to deliver the breakthroughs of tomorrow, and profoundly impact health for humanity. Learn more at jnj.com.

As guided by Our Credo, Johnson & Johnson is responsible to our employees who work with us throughout the world. We provide an inclusive work environment where each person is considered as an individual. At Johnson & Johnson, we respect the diversity and dignity of our employees and recognize their merit.

Job Function:

Business Support

Job Sub Function:

Administration & Secretarial

Job Category:

Business Enablement/Support

All Job Posting Locations:

Diegem, Flemish Brabant, Belgium

Job Description:

Responsibilities:

• Manage a highly complex business calendar and travel arrangements with a keen sense of prioritization and time management to ensure maximum effectiveness of time use
• Coordinate Departmental Senior Leadership meetings and related activities, and other leadership activities • Collect and consolidate management data/reports for the business, in order to track performance against goals and corporate strategy.
• Organize confidential files, manage relevant data, and maintain accurate records.
• Coordinate all travel arrangements as needed and process expense reports on time.
• Plan and coordinate global department meetings, celebrations, teambuilding and outside meetings.
• Interact with various levels of management on a day-to-day basis, handling very confidential documents and materials.
• Balance the necessity of managing the calendar tightly while establishing a friendly, accessible to-all atmosphere with peers, within the organization, and outside of it as well.
• Exercise independent discretion and judgment to solve complex problems regarding project, department or division-related work.
• Coordinates activities related to hiring and onboarding of staff
• Coordinates contracts, agreements, purchase orders and payments
• Responsible for office supplies, study equipment storage and archiving
• Coordinates shipments and other study material logistics
• Leads or Supports Key Departmental or Organizational Business Support Projects such as a Facility Move, New Onboarding Process, Administrative Assistant Community of Practice, etc.
• Performs, under supervision, other administrative duties as assigned

 

Qualifications:

• A minimum of a high school diploma is required, an Associate degree is preferred.
• A minimum of 6 years of administrative experience is required.
• Experience providing administrative support to managers with global responsibility is preferred
• Experience leading business support projects is required.
• General systems proficiency and systems learning agility is required
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) is required.
• Experience managing multiple complex calendars via Outlook is required.
• Experience scheduling meetings and coordinating off-site meetings required.
• Experience coordinating domestic and international travel is required.
• Experience handling sensitive and confidential information and documents is required.
• Experience with Ariba, Aravo or a related accounts payable system is preferred
• Experience with Concur or a related travel and expense reporting system is preferred
• Experience with SharePoint, Zoom, Teams, Finance systems (e.g. Beacon, One Supply, etc.), Human Resource systems (e.g. OurSource, Workday, etc.) preferred.
• Flexibility to accommodate a changing work schedule and sensitivity to international time zones is required.
• Must have excellent verbal and written communication and interpersonal skills.
• Must have a strong sense of urgency, while maintaining a high degree of professionalism.
• Must have strong organizational skills along with excellent judgment and reasoning abilities.
• Must be a strong team player with the ability to coordinate with other administrative staff.
• The ability to work and partner with all levels from Senior Management through the organization is required.
• The ability to multi-task and work under minimal supervision, in a dynamic, fast-paced, environment is required.

 

 

Required Skills:

Executive Administrative Assistance, Office Management, Operations Administration

 

 

Preferred Skills:

Administrative Support, Business Writing, Communication, Customer Centricity, Data Capturing, Diary Management, Document Management, Execution Focus, Microsoft Office, Office Administration, Organizational Knowledge, Organizing, Presentation Development, Problem Solving, Professional Ethics, Travel Planning, Typing

  

 

The anticipated base pay range for this position is:

€52,000.00 - €82,685.00

 

 

Benefits:

In addition to base pay, we offer the following benefits*: an annual bonus with set target (% of pay) depending on pay grade / location, where the actual amount is based on the employees’ and companies’ performance of the previous calendar year, or sales commissions. Moreover, we offer vacation days, parental leave for a minimum of 12 weeks, bereavement leave, caregiver leave, volunteer leave, well-being reimbursement, programs for financial, physical and mental health. We also offer service anniversary and recognition awards, and subject to the terms of their respective plans, employees - and in some location’s eligible dependents - can participate in several insurance plans. For more information, visit Employee benefits | Supporting well-being & career growth | Johnson & Johnson Careers.

 

*This is for informative purposes only. Amounts and actual benefits may vary by location and are subject to change.