Executive Assistant
il y a 1 semaine
**Job description**:
The Executive Assistant will provide administrative support to three directors (3) within the Johnson & Johnson Worldwide Government Affairs and Policy (WWGA&P) Department and will be responsible to communicate effectively with internal and external partners at all levels, including on confidential and critical matters. You will perform administrative tasks for directors,
- Calendar Administration: proactively and thoughtfully manage directors calendars and contacts in MS Outlook; schedule business-related meetings/conferences including web-based or Global Connect, Zoom, Microsoft Teams; coordinate availability with attendees; reserve conference rooms; verify and arrange for needed equipment; organize food/catering arrangements; and proactively resolve meeting conflicts.
- Procurement: Assist with preparation of agreements and contracts with outside consultants and vendors, submit purchase orders and/or check requisitions (Health Care Compliance GO-EX, ICD, eMarketplace) in compliance with J&J company policies.
- Answer phones, direct inquiries and ensure back-up coverage for the directors you support, when needed.
- Document Preparation: Draft memorandums, correspondence, and/or presentations as needed. Critically review and proofread documents.
- Proactively anticipate the needs of the directors you support.
- Able to handle a workload that may involve critical deadlines.
- Develop in-depth knowledge of department objectives, policies and procedures.
- Collaborate with administrative staff colleagues in the Brussels, Belgium office to ensure office efficiencies.
- Work on special projects, as needed.
**Benefits**:
- Challenging projects based on your interests and skills
- Personal follow-up and clear, transparent communication both before and after commencement of employment
- Possibility to follow extra training
- Inspiring network events and legendary after work drinks
- Strong network of industry leading clients
- Expertise within IT, Engineering and Life Sciences
- A flying start for every junior, growth opportunities and possibility to share gathered knowledge for more senior employees
**Have you got what it takes?**:
- Proficiency in Microsoft Office programs, including intermediate to advanced proficiency in Outlook, OneDrive, Word, Excel and PowerPoint is required.
- Ability to learn specialized computer software used for expense reporting, travel reservations, procurement.
- Experience coordinating domestic and international travel (and associated documentation), including flight, hotel and transportation, is required.
- A technologically savvy problem solver is required.
- Expertise in document preparation, redlining, and proofreading is required.
- Strong interpersonal skills & time management skills, excellent attention to detail and ability to exercise both discretion and sound judgment are required.
- Must be a self-starter with ability to work independently in the absence of supervisors, and to multitask and prioritize workload against critical deadlines in a dynamic, fast-paced, multicultural, international environment is required.
Reference number: 47715
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