Johnson & Johnson
Aim of the position
Act as executive assistant to the Vice President and Global Head of the organization as well as executive coordinator and gatekeeper for the Site Leadership Team. Lead the local Communication & Culture Office on site, including managerial role and people leading of a small team of communication specialist and culture initiative coordinator.
Main duties
Executive assistant to the Vice President and Global Head of organization
- Acting as right hand of the executive– from travel logistics and proactive agenda management to support in prioritization and follow-up of tasks and events and troubleshooting.
- Acting as an intermediary between the executive and other managers and employees on all levels in the organization and cross-organizational.
- Collaborate in close alignment with corporate executive assistants of senior-level managers worldwide.
- Hands-on admin support in a variety of secretarial areas.
Executive coordinator for Site Leadership Team
- Coordination tasks like facilitating meetings, including drafting of agendas, coordination of materials, preparing and distribution of meeting minutes and tracking of action points, collection of required materials (e.g. presentations)
- Organizing workshops and offsite meetings, incl. drafting of agenda and support of content elaboration
- Planning and implementing projects to support the business with site initiatives, organizational changes, employee workforce engagement and communication campaigns, together with the comms & culture team
- Ensuring the business moves efficiently and effectively,
- Create business presentations and reports
- Decision support for the team
- Hands-on admin support to Site Leadership Team, in close collaboration with the local admin team, e.g. correspondence and taking minutes, scheduling of appointments and meetings, pro-actively resolving scheduling conflicts
- Maintaining site calendar and active liaison with other departments, including senior level management and third parties
- SharePoint site maintenance for the team and access management
Local Communication & Culture Office Lead
- Coordinating local culture and communication events and initiatives, e.g. Townhalls, celebrations, corporate events
- Responsible for local workforce communication, e.g. newsletters, mailings, posters, videos, corporate communication channels supply
- Planning and assigning work within team
- Definition of processes and playbooks to improve efficiency and customer experience, based on lessons learned and stakeholder input
- Line management of local communication specialist and culture initiative coordinator, creating an open, supportive and healthy working environment which cultivates personal development, and which allows a sustainable work/life balance
- Monitoring and improving performance of team members; addressing complaints and resolution of problems
- Ensuring activities are completed in compliance with applicable laws and regulations (e.g. legal and EHS)
Qualifications:
Education & Experience
- Bachelor’s degree or equivalent experience, in area of economy, business management or administration, corporate communication or similar, preferably supplemented with secretarial training
- 10 years+ experience in secretarial support of senior management, preferably in combination with corporate communication and experience as line manager
- Deep experience in corporate administrative systems of globally operating companies, preferably in the pharma sector, and in standard Office software and applications
Skills & Competences
- Handling of confidential matters with absolute discretion, demonstrating good judgment
- Representative behavior and ability to act with discretion
- Great communication skills with sense for importance of communication channels
- High emotional intelligence, paired with can do mentality, as well as creative and independent problem-solving skills
- Excellent planning skills and accuracy, high self-structuring ability
- Ability to take own initiative and to cross-link information
- Decision taking for the comms & culture team
- Ability to step into new areas/topics/processes of high complexity
- High flexibility and great prioritization and IT skills
- German fluent speaker with excellent English speaking and writing skills
Johnson & Johnson is an Affirmative Action and Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, or protected veteran status and will not be discriminated against on the basis of disability.
For more information on how we support the whole health of our employees throughout their wellness, career and life journey, please visit www.careers.jnj.com.
To apply for this job please visit jnjc.taleo.net.