Sr. Administrative Assistant

**Job Function**:
Business Support

**Job Sub**Function**:
Administration & Secretarial

**Job Category**:
Business Enablement/Support

**All Job Posting Locations**:
Beerse, Antwerp, Belgium

Janssen Research & Development LLC is recruiting for a Sr. Administrative Assistant. This position is located in Beerse, Belgium.
- Per our J&J Flex Policy, the expectation for this position is to work in the _Beerse, Belgium _office 3-4 days per week and work from home 1-2 days per week. _

Our expertise in Innovative Medicine is informed and inspired by patients, whose insights fuel our science-based advancements. Visionaries like you work on teams that save lives by developing the medicines of tomorrow.

Join us in developing treatments, finding cures, and pioneering the path from lab to life while championing patients every step of the way.

**Responsibilities**:

- Complex Calendar Coordination: Manage complex calendar scheduling and arrange meetings with internal and external partners, utilizing prioritization skills to resolve conflicts.
- Meeting Logistics: Partner closely with leaders to organize both virtual and in-person team meetings. Provide logístical support, including technology setup, meals, room arrangement, agendas, and meeting materials/presentations. Offer onsite support as needed by coordinating with speakers and sourcing locations.
- Support Townhalls and Forums: Assist in planning and executing Townhalls or large group forums.
- Proactive Department Activities: Handle various department-specific activities in a proactive manner.
- Expense Report Processing: Manage complex expense reports and ensure credit card balances, including meeting card accounts, are reconciled monthly for senior leaders and during complex international travel.
- Organizational Management: Own and update organizational charts and Outlook distribution lists, effectively communicating with internal/external partners at all organizational levels.
- Professional Standards: Maintain high standards of professionalism, efficiency, personal communication, discretion, and independent judgment.
- File and Document Management: Independently manage complex files (administration and content) for directors and above. Assist in the creation of presentation materials and handouts for meetings. Archive department documents according to established guidelines and procedures.
- Administrative Guidance: Provide guidance on administrative tasks for the global department as needed, including researching J&J policies (e.g., travel and expense, Purchase Order aCREW process, new hire onboarding).
- Purchase Order Processing: Handle purchase order processing for Directors and above and monitor the financial administration of the department, including initiating and following up on complex purchase orders and presenting expenditure overviews.
- IT Training and Systems Use: Stay updated with IT-related training for various systems and features (e.g., Zoom, Teams) and perform administrative functions in various systems (HR systems, training platforms, time management systems, sourcing tools).
- Recruitment and Onboarding Support: Assist in recruitment and onboarding activities for new employees and contractors, as well as facilitate offboarding processes.
- Department Communication: Manage communication and correspondence for the department's hierarchy and employees.

**Qualifications**:

- Associate degree required; Bachelor’s degree preferred.
- A minimum of 6 years of advanced administrative experience or comparable business experience.
- A minimum of intermediate proficiency in English (reading, writing, and speaking) with the ability to communicate effectively.
- Experience supporting multiple Senior Directors or higher.
- Ability to discreetly handle sensitive and confidential information.
- Ability to prioritize tasks, maintain confidentiality, and operate with poise and professionalism in a complex, high-profile, and constantly evolving environment.
- Ability to anticipate executive needs and collect or prepare information for executive review or action, demonstrating strong organizational skills and attention to detail.
- Strong leadership, collaboration, and critical thinking skills.
- Demonstrated efficiency and comfort in a fast-paced environment.
- Experience coordinating meetings across multiple time zones.
- Prior experience in a global role is highly preferred.
- Proficiency in MS Office Suite (PowerPoint, Excel, Word) is required.
- Proficient in current technology platforms including OneDrive, Teams, Zoom, SharePoint, Concur Travel & Expense, Ask GS, Workday, Our Source, and e-Marketplace.
- Knowledge and understanding of the processes, structures, cultures, and networks of the department and organization.

This job posting is anticipated to close on 7/14/2025.