Executive Assistant Strategic Programs

"Caring for the worldone 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. This culture of caring is the focus of our corporate philosophy, that are anchored in the internationally applicable Credo **Executive Assistant Strategic Programs** **Position overview** Provides proactive, professional, and high quality comprehensive administrative support to the Strategic Project Leaders (Program Leads & Finance) with limited support to some extended Leaders of the Team. Due to the nature and pace of the business a high degree of confidentiality is expected as well as the ability to multitask and prioritise the workload in high pressured environment. Must be able to manage a pivotal role within the team coordinating the various functions to ensure smooth operation and be willing to help out with other areas of the departments as required. Excellent office management and interpersonal skills are essential as are good organizational abilities, and the personality of a good team player. **Tasks & Responsibilities**: **Executive Admin Support**: - Travel and expense management - Agenda management - Team Meetings management - Organization, coordination, and agenda management of Leadership Meetings - Prepare and manage Townhalls - Organizational Announcements - Contract management - General Administration Tasks and ad hoc requests **Meetings & Events**: - Plan and coordinates meetings, conferences, associated travel and all aspects - Organise / co-ordinate the external meetings with the preferred provider and managing the logistics for the attendees throughout the event - Participate in key leadership Meetings on a regular basis - preparing agenda, story line, taking points and follow up actions **Travel**: - Complex travel arrangements - Meeting organization and coordination locally and globally - Providing travel documentation including visa letters for internal and visiting staff including the assistance of booking hotels and transfers for visiting staff **Finance**: - Purchase Order Management; Purchase Order preparation and invoices handling - Preparation of PO requisitions, creation of new vendors and tracking where necessary using the in-house accounting systems - Managing travel & event budgets - Limited Cost Control tasks **Office Management**: - Take care and provide support to the team of new software rollouts / equipment requirements - On-boarding of new staff if required including the organisation of their laptop, desk phone, work area, phone / blackberry, credit card, induction schedule and pass. **Qualifications**: **Qualifications & Experience**: - Key Experiences / Functional Knowledge Requirements: - 5-7 years minimum experience in global work environment, supporting a multi-national team as an executive assistant - Proficiency in MS Office with the ability to quickly learn new technologies and processes - Applies PC skills, knowledge of systems and understanding of policies and procedures to complete tasks, presentations and special projects - Fluency in English (written and spoken), other languages are a plus **Communication skills**: - Highly developed communications skills (written/verbal) and interpersonal savvy - Good listening skills and ability to pragmatically approach solution - Independently resolves correspondence, telephone calls in Manager's absence - Recognizes confidential information and can manage the information accordingly - Can concisely provide the information people need in a timely fashion **Organisational Skills**: - Outstanding project management and follow up skills - Excellent time management skill - Flexibility and adaptability to changing workloads - Capacity to priorities tasks and work under pressure - Exceptional organisation / prioritising and multi-tasking skills - Ability to work on own initiative - Anticipates needs and potential obstacles **Soft Skills, attitude / behaviour**: - Highly resilient person needed, able to work with demanding executives - Ability and desire to work in a fast-paced, complex and rapidly changing environment - Highly discreet when working with confidentiality and sensitive data - Self-starter, curious, high degree of attention to detail - Ability to work under pressure - Has perseverance, will pursue tasks with energy, drive and personal commitment to meet deliverables - A proactive approach and an ability to prioritize and anticipate are required - Fostering a culture for continuous improvement - Customer centric thinking - Interacting with colleagues and customers from different cultural backgrounds in diverse languages - Ability to influence and collaborate effectively in a matrix environment - Excelle