Executive Management Assistant Mao

**Executive Management Assistant MAO (Medical Affairs Operations)/ (f/m/d)**

**Principal Responsibilities**:

- Acts as the right-hand administrative support to the most Senior leader in the MAO organization. Maintains close connection/ongoing dialogue with this leader to coordinate activities and agendas in line with the MAO and GD SLT priorities.
- Calendar Management requiring interaction with both internal as external partners. Recognizes/communicates priorities and provides solutions. Anticipates and proactively prevents issues.
- A central point of contact requiring partnered interaction with and sounding board for next level Leaders as well as staff in the MAO organization to ensure appropriate connectivity by teams into the VP MAO and MAO LT
- Ensures coordinated office management across MAO.
- Coordination of F2F Leadership Team meetings, large departmental meetings, other functional meetings under the accountability of the VP MAO (e.g. GD Beerse Site Leaders Team), including activities with both internal and external partners.
- Logistics support
- Partnering with VP in building meeting agenda
- Support with slide development
- Back-up responsibility for the colleague assistants within and beyond the MAO organization to ensure flawless business continuity.
- Assistance in travel arrangements and preparation of expense reports
- Assistance with different HR processes within MAO organization:

- On
- On-site contractor processes and delegate + follow-up on approval status for contract initiation and renewals.
- Financial follow-up (eMP), on payments for contractors through Worksense.
- Maintenance of administrative overview and structure of the MAO department (org charts, distribution lists etc) for the groups.
- 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
- Manage site permissions and sub-site permissions for complex SharePoint structures.

**Principal Relationships**:

- All functions within the Global Development organisation supporting clinical trial activities (PDO, GCO, EBIS, IDAR, Strategic Partnerships )
- Support functions which enable the smooth planning and execution of all parts of the work plans: Finance, HR, Procurement, Legal, Contracting

**Qualifications**:
**Education and Experience Requirements**:

- Bachelor Office Management or equivalent by experience
- A minimum of 5 years’ experience in providing general administrative support on departmental level
- Familiar with the Clinical Operations environment.
- Proven experience and acquired reputation as a service-oriented, quality-focused professional

Other: Experiences that contribute to the successful execution of this role
- Able to work accurately; an appropriate level of attention to detail
- High sense of confidentiality and discretion
- Demonstrated organizational and problem-solving skills
- Demonstrated written and oral communication skills
- Computer skills including aptitude with:

- High comfort with Internet
- Helpful will be: Knowledge of J&J specific software packages that support business processes (eMarketplace, Worksense, Fieldglass, Concur, SharePoint, SAP, 1-Supply,...)
- Fluency in English (oral and written) and French or German (oral and written)
- Able to work independently, taking initiative and handling effectively conflicting priorities in a changing cross-departmental, international environment
- Comfort with managing the stress that can arise with many stakeholders, high work volume and need to prioritise (in partnership with stakeholders).
- Global mindset in support of a global business environment
- Flexibility to handle a variety of tasks
- Team player; sharing a sense that together we can solve problems