about 1 month ago
Executive Assistant (EA) / Office Manager
Location: Central London (J&J Innovation Center)
J&J Innovation Centers (ICs) have been established in San Francisco, Boston, Shanghai and London, with the London IC covering the EMEA (Europe, Middle East and Africa) region. The goal of the ICs is to create a critical platform to identify the top medical innovations at universities and biotech companies and form mutually beneficial partnerships that will nurture those innovations, with the ultimate aim of enabling Johnson & Johnson to build the best pipeline in the industry, across all sectors (Pharmaceuticals, Medical Devices and Consumer). Operating close to the most productive hubs of innovation gives J&J early access and better insights to make investment selections. The London IC (LIC) also houses the EMEA JJDC (J&J Development Corporation) team, which works closely with the IC team to support young companies through equity investment. Finally, by virtue of its location in central London, the LIC provides a hub for broader national and international activities, including hosting meetings of J&J senior management and Government officials.
We are recruiting for an Executive Assistant / Office Manager, located in our central London (UK) office. You will provide full administrative support to the Head of the Innovation Centre and some other senior team members. You will coordinate calendars, make travel arrangements and schedule meetings, as well as manage all correspondence and make ad hoc delegation decisions on communications and implement them.
As EA / Office Manager you will manage a highly complex business calendar and have a keen sense of prioritization and time management to ensure maximum effectiveness of time use by the IC Head. You will coordinate senior management meetings and related activities, and other leadership activities of the Head of IC. You will be required to organise confidential files, manage relevant data, and maintain accurate records, as well as coordinate all travel arrangements for the Head of IC and others as needed and process all expense reports on time. You will interact with various levels of management on a day to day basis, handling highly confidential documents and materials.
As EA / Office Manager you will also manage a small team of administrative assistants who provide support to the broader Innovation Centre team, ensuring they adequately meet the needs of individual team members, as well as organising team-wide meetings, events and activities. You will hold primary responsibility for office management, including on-site and off-site IT support, and off-site facilities, HR and H&S support and be responsible for coordinating all LIC CSR activities.
You will stay informed of all company policies, procedures, and guidelines relevant to the functioning of the group. They provide back-up coverage for other Administrative Assistants when necessary.
This position will require the individual to take initiative and use discretion and judgment. Excellent organizational and communication skills will be needed, and you must be highly motivated to initiate and follow through on tasks with minimal guidance and with attention to detail.
Experience / Skills / Qualifications
* Higher education qualification or equivalent is required
* Evidence of strong administrative skills (i.e. diary management, travel, correspondence, expenses etc.) essential
* Excellent communication skills (verbal and written) essential
* Experience with juggling priorities and excellent organisation skills essential
* Confident liaising, greeting and supporting all levels of management/senior leaders and external guests at the IC
* Ability to build and maintain strong working relationships with Global Services team (HR, IT etc.)
* Confident/advanced experience of Microsoft Office software (MS Word, Outlook, Org Plus, Excel, PowerPoint, etc.) required
* Familiarity / interest in pharmaceutical / healthcare / biotechnology environment is advantageous (not essential)
* Experience with Concur Expenses Reporting, Ariba PO Processing, SharePoint Site Administration, and / or similar systems, is desirable
* Self-motivated mindset
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.
Primary Location : United Kingdom-England-London-
Organization : Johnson & Johnson Medical Ltd. - fka -Ethicon Ltd. (7355)
Job Function : Administration
Requisition ID : 1905761758W