Administrative Associate GCO

Conteúdo do emprego

Johnson & Johnson Family of Companies is currently recruiting for an Administrative Assistant reporting into the executive assistant for GCO. This position will be located in Beerse, Belgium. Position Summary: This role will support two organizations: Janssen-Cilag International NV and Global Clinical Operations. Janssen-Cilag International NV (JCI) is the Marketing Authorization Holder (MAH) for Janssen products (incl. Actelion) for most centrally approved products in the EU/EEA and is the Sponsor of Clinical Trials for Janssen products in the EEA. In addition to JCI, the Administrative Assistant will provide support to the GCO global teams. Principal Responsibilities for JCI: Daily processing of incoming correspondence and ensuring that proper tracking and follow-up is done. e.g. notifications of parallel import, decisions European Commission, correspondence from Heath Authorities, … Issuing of Study Documents and/or Product Related Documents such as Delegations of Authority, Power of Attorney, Insurance policies etc. This includes obtaining signatures of authorized people, having the documents notarized and legalized according to the requestor’s requirements. Upload of all study and product related documents in ICD per local record management requirements Processing of New Marketing Authorization Requests for EMEA Emerging Markets Assist with the organization of quarterly (full day) Board Meetings. This includes the preparation of the agenda, taking minutes and following up on action items. Act as a point of contact for JCI related matters Responsible for document retention Principal Responsibilities for GCO Handle complex business calendar with a keen sense of prioritization & time management daily. Coordinate all travel arrangements as needed & process expense reports on time. Coordinate team/departmental meetings and related activities, both large and small, on and off-site, in-person and virtual. Interact with various levels of management on a day-to-day basis, handling confidential documents and materials. Exercise independent discretion and judgment to solve complex problems regarding project, department or division-related work. Coordinates contracts, agreements and purchase orders. Serves as GCO Beacon Time Administrator and 1-Supply Coordinator. Support local office logistics: coordinate site visits, office space, check-in and escorting of visitors, etc... Coordinates the on/offboarding process for new J&J staff, contractors and FLEX providers, including Distribution List maintenance. Manage SharePoint, document warehouses and archiving technologies; including document upload, development of sub-sites, provide links, general organization and structure Support metrics collection, development, reporting, and visualization. Leads and/or supports key departmental or organizational business support projects Collect & consolidate management data/reports for the business, to supervise performance against goals and corporate strategy. Assist in meeting preparations and follow-up on actions, includes: slide development/formatting, requesting and consolidating topics, minute/action keeping and subsequent follow-up, coordinating logistics, arranging internal/external speakers, attending the meetings, etc... Stays up to date on the developments within their own area of expertise and takes ownership for their own development and training plan. Principal Relationships: Internal contacts Has daily contact with the hierarchy, colleagues and employees of their own local teams and other departments locally or globally with regard to the administrative and logistic support and coordination, the management of files, the answering of questions and the exchange of information. External contacts Has daily contact with visitors of the department and other contacts of the hierarchy, colleagues and employees of the department Has regular contact with business partners, collaborators, … of the department(s) or to answer questions follow up on services and orders, …. Qualifications Education and Experience Requirements: Knowledge and complexity Applicant should have a Bachelor degree or equivalent through experience and a minimum of 5 years experience. Applicant should be knowledgable in: Processes, procedures and systems of the department and organization Contract administration Office applications and organization specific software Field of expertise of one or more departments/services Operation of the business Internal and external legislation and regulations Structure, culture and networks of the organization English (verbal and written), Dutch is an asset Problem solving and autonomy Accomplish tasks with the vital attention to detail and offering effective support within the agreed timelines and according to agreed / set guidelines Autonomously and proactively contribute to the optimization of processes or procedures within the department(s) Develop a strong expertise in the administrative systems, processes and activities in order to be broadly deployable in the different administrative activities, domains and processes Acquire a broader insight in the concerned business and in basic analysis Take the vital initiatives that contribute to the well-functioning of the department(s) Assertively embrace a position regarding the accurate prioritization of tasks Discreetly handle information, to accurately word written messages and to thoughtfully connect with internal and external parties Act autonomously when taking decisions on prioritizing their own tasks within general guidelines Apply the company guidelines and the applicable procedures and/or regulations. Consults with the supervisor in case of doubts or questions concerning their assignments and for the validation of budgets and sensitive communications Primary Location Belgium-Antwerp-Beerse- Organization Janssen Pharmaceutica N.V. (7555) Job Function General Administration Requisition ID 2105990096W