Administrative Assistant

vor 3 Wochen

Allschwil, Schweiz Randstad Inhouse Services Vollzeit

Caring for the world, one person at a time... inspires and unites the people of Johnson & Johnson. We embrace research and science - bringing innovative ideas, products and services to advance the health and well-being of people. Employees of the Johnson & Johnson Family of Companies work with partners in health care to touch the lives of over a billion people every day, throughout the world. We have more than 230 operating companies in more than 60 countries employing approximately 126,400 people. Our worldwide headquarters is in New Brunswick, New Jersey, USA.

As part of the Janssen Pharmaceutical Companies of Johnson & Johnson, Actelion is working to create a world without disease. Actelion is a leader in the field of pulmonary arterial hypertension (PAH). The portfolio of PAH treatments covers the spectrum of disease, from WHO Functional Class (FC) II through to FC IV, with oral, inhaled and intravenous medications.

Assistance to TA leads Medical Affairs Delivery Unit by handling a wide range of executive support and administrative tasks.

Main Responsibilities

  • Calendar Management requiring interaction with both internal as external partners. Recognizes/communicates priorities and provides solutions.  Anticipates and proactively prevents issues.
  • Intense interaction with and sounding board for Leaders in the MADU organization, to ensure flawless office management for the Leadership Team.
  • Coordination of F2F Leadership Team meetings as well as large departmental meetings and/or activities with both internal and external partners.
  • Logistics support
  • Content support in building meeting agenda and following up on discussion outcomes, and action item follow-up.
  • Back-up responsibility for the colleague assistants within and beyond the MADU organization to ensure flawless business continuity.
  • Assistance in travel arrangements and preparation of expense report.
  • Assistance with different HR processes within the MADU organization:
    • Headcount management including resource needs analysis (Supply / Demand) in 1-Supply
    • Budgeting
    • Candidate screening, interview scheduling, offer approval follow-up and recruitment
    • On- and off boarding of employees for internal and external candidates
    • On-site contractor processes and delegate + follow-up on approval status for contract initiation and renewals.
  • Maintenance of administrative overview and structure (org charts, distribution lists etc) for the groups.
  • Financial follow-up (eMarketplace), on payments for contractors through Suppliers.
  • Sharepoint coordination:
    • Creation of new complex cross-departmental (modern) SharePoint structures
    • Coordinate format improvements and build different work spaces in support of Senior Leaders’ meetings
    • Define meeting frequency and dates
    • Automated action item notifications to optimize collaboration, and increase efficiency in meeting outcome follow-ups with action item owners.
    • Manage site permissions and sub-site permissions for complex SharePoint structures.
  • Maintenance of 1-Supply:
    • Active partner in defining database upgrade opportunities
    • Maintain system data and delegate required changes to people managers and their assistants, to ensure system accuracy

Who we are looking for

  • Bachelor Office Management or equivalent by experience
  • A minimum of 5 years’ experience in providing general administrative support on departmental level
  • Able to work accurately
  • High sense for confidentiality and discretion
  • Good organizational and problem-solving skills
  • Good written and oral communication skills
  • Computer skills including aptitude with:
    • Microsoft Office applications and use of the Internet
    • JNJ specific software packages that support business processes (eMarketplace, Worksense, Fieldglass, Concur, SharePoint, SAP, 1-Supply, ...)
  • Able to work independently, taking initiative and handling effectively many conflicting priorities in a changing cross-departmental, international environment
  • Able to work under stress
  • Global mindset in support of a global business environment
  • Flexibility to handle a variety of tasks
  • Maintain high levels of confidentiality at all times
  • Team player
  • Fluent in English, German or French is a plus

 

This role based in Allschwil (BL), Switzerland will initially be limited until December 31st, 2024, with the option for an extension. If you are interested in working for a global leading health care company in a challenging role, then send us your application in English today. Or give us a call if you have any questions

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