Management assistant

Conteúdo do emprego

Organization: Janssen Global Regulatory Affairs Responsible unit: R&D Family:Support Position: GRA Senior Administrative Assistant Reporting to: Senior Director EMEA RA Established Products Job ID: 10000345 GCF Job Title: Assistant 3, Administrative/Fucla C Date: September 2022

OBJECTIVE Supporting the VP Regional RA, Senior Director EMEA RA EP with a wide range of executive support and administrative tasks as well as coordinating office activities in support of the Established Products team.

Main Activities

• Acts as the right-hand administrative support to a Vice-President and Senior Director in Regulatory Affairs
• Manages complex calendars with a high volume of meeting requests using a keen sense of prioritization and provides a resolution to meeting conflicts
• Organizes and coordinates internal, external, meetings or activities, virtual or F2F, including large department/Town Hall meetings (contacting speakers and sourcing for location, sending invitations, logistic/IT support, etc.)
• Independently arranges domestic & international travel, processes Visa applications and prepares detailed itineraries for managers/directors
• Prepares expense reports and ensures credit card balances including meeting card accounts are reconciled monthly
• Independently supports the treatment of (complex) files (administration and content) for managers/directors and assists in the creation of presentation materials and handouts for meetings
• Pro-actively handles various department specific activities at EMEA and global levels
• Owns and updates the organizational charts and distribution lists
• Follows IT-related trainings to keep up with the different systems and features (zoom, teams, …) and be point of contact (digicoach)
• Back-up responsibilities for colleague assistants in GRA to ensure flawless business continuity
  

Essential Duties

• Handles the purchasing tasks for the department including office supplies, IT peripherals, etc.
• Performs administrative functions in various systems (HR-system, trainings, time system, sourcing-tool)
• Assists in the recruitment/onboarding activities involved in hiring new employees and contractors, as well as offboarding
• Handles the communication/correspondence for the hierarchy and employees of the department
• Administration and maintenance of the department(s’) SharePoint site(s) including building of different workspaces, managing site permissions
• Maintains and archives department documents according to guidelines and procedures
• Manages and follows up on the financial administration of the department, initiates and follows up on (complex) purchase orders and monitors the budget and presents overviews of expenditures, financial follow up on payments for contractors
  

Performance Measurements

• Accomplishes tasks by knowing how to prioritize assignments, having strong attention to detail, and using good judgment
• Acts as strategic business partner and team liaison and proactively supports the director(s)/manage(s)/ department(s) with coordinating duties and timelines, follow-up, etc
• Stays up to date within own area of expertise and takes ownership of own professional development and training plan
  

Qualifications

CRITERIA

• Bachelor Office Management or equivalent by experience
• Experience in providing general administrative support on departmental level
• Ability to discreetly handle sensitive and confidential information
• Ability to work independently and proactively, be flexible, adapt/respond to shifting priorities and be resourceful in a fast paced and quick changing global business environment
• Excellent team player
• Broad knowledge of Office applications (Outlook, Powerpoint, Excel, Sharepoint, OneDrive…), communication tools (MS Teams & Zoom) and organization or department specific software
• Knowledge and understanding of the processes, structures, cultures and networks of the department and organization
• Fluency in English (oral and written) and ability to communicate effectively
  

Primary Location

Belgium-Antwerp-Beerse-

Organization

Janssen Pharmaceutica N.V. (7555)

Job Function

General Administration

Requisition ID

2206071406W