Executive Assistant – Government Affairs & Policy EMEA

Job Title: Executive Assistant – Government Affairs & Policy EMEA

Division: J&J Government Affairs & Policy (GA&P) EMEA

Location: Brussels office, linked to official office Diegem

Supervisor Title: Global Head, Strategic Initiatives WWGA&P

Contract: until 01/04/2022

40 HOURS request on-site

On-site normally, but working from home until Company Policy indicates otherwise

•            language: English AND French and/or Dutch

This role will operate under the direct supervision of Johnson & Johnson Global Head, Strategic Initiatives WWGA&P providing administrative support to the Global Head, Strategic Initiatives WWGA&P, and Director, Vaccine Policy.

• Position requires a minimum of 5-7 years of experience serving in an administrative role at the executive level.

BASIC RESPONSIBILITIES

The Executive Assistant will provide administrative support to at least two (2) directors within the Johnson & Johnson Worldwide Government Affairs and Policy (WWGA&P) Department and will be responsible to:

• Aligned to J&J Credo, have the highest standards of integrity and behavior when working for Johnson & Johnson

• Be the public face of the directors you support, and represent them, our WWGA&P Department, and the Company professionally and effectively in all interactions.

• Be fully aware of and current with the supervisors’ responsibilities. 

• Communicate effectively with internal and external partners at all levels, including on confidential and critical matters. Perform administrative tasks for directors, as requested, including:

• Calendar Administration: proactively and thoughtfully manage directors’ calendars and contacts in MS Outlook; schedule business-related meetings/conferences including web-based or Global Connect, Zoom, Microsoft Teams; coordinate availability with attendees; reserve conference rooms; verify and arrange for needed A/V equipment; organize food/catering arrangements, and proactively resolve meeting conflicts.

• Travel Coordination: organize thoughtful and efficient business-related domestic and international travel and manage logistics of travel-related activities (flight, hotel and transportation)—including the application for travel different types of visas, vaccine requirements, etc.

• Business Expense Reporting: collect receipts, enter expenses into the expense reporting system (Concur) and maintain documentation for submitted expenses in compliance with J&J company policies.

• Procurement: Assist with preparation of agreements and contracts with outside consultants and vendors, submit purchase orders and/or check requisitions (Health Care Compliance GO-EX, ICD, eMarketplace) in compliance with J&J company policies.

• Answer phones, direct inquiries, and ensure back-up coverage for the directors you support when needed. 

• Deliver an excellent visiting experience to visitors.

• Document Preparation: Draft memorandums, correspondence, and/or presentations as needed. Critically review and proofread documents.

• Appropriately handle documents and matters of a highly confidential nature with discretion. • Master use of all technology associated with your support of the directors’ roles.

• Proactively anticipate the needs of the directors you support.

• Able to handle a workload that may involve critical deadlines.

• Demonstrate strong attention to detail and follow-through on all assigned tasks

• Coordinate electronic file management of documents to ensure version control and organization of files (Microsoft Teams, SharePoint).

• Assemble relevant data, compile statistics or information as directed.

• Build and maintain effective relationships and trusted partnerships with the department and other internal (e.g. JnJ departments such as finance, law, HR, the business) and external stakeholders (Trade Associations, Companies, Suppliers, etc.)

• Develop in-depth knowledge of department objectives, policies, and procedures.  

• Acquire knowledge of department organizational structure.

 • Provide back-up coverage to other administrative desks in the Worldwide Government Affairs & Policy Department.

• Collaborate with administrative staff colleagues in the Brussels, Belgium office to ensure office efficiencies.

• Work on special projects, as needed.

· supporting 2 managers (in the UK and in BEL)

- previous experience with J&J could be great

JOB QUALIFICATIONS

• A certificate and/or formalized training as an administrative assistant is preferred. Bachelor’s degree in office management or equivalent is a plus.

• Position requires a minimum of 5-7 years of experience serving in an administrative role at the executive level.

• Prior experience providing administrative support to multiple executives is required.

• Language: English AND French and/or Dutch

• Proficiency in Microsoft Office programs, including intermediate to advanced proficiency in Outlook, OneDrive, Word, Excel, and PowerPoint is required.

• Ability to learn specialized computer software used for expense reporting, travel reservations, procurement, and other applications (such as Concur, Health Care Compliance GO-EX, International Contract Database, eMarketplace, etc.). 

• Prior experience with expense reporting is required.

• Experience coordinating domestic and international travel (and associated documentation), including flight, hotel, and transportation, is required.

• Must have excellent time management skills.

• A technologically savvy problem solver is required.

• Expertise in document preparation, redlining, and proofreading is required.

• Strong interpersonal skills, excellent attention to detail, and the ability to exercise both discretion and sound judgment are required.

• Must be a self-starter with the ability to work independently in the absence of supervisors and to multitask and prioritize workload against critical deadlines in a dynamic, fast-paced, multicultural, international environment is required.

• Ability to anticipate stakeholder needs without direct instruction and be proactive in addressing them is required.

• Strong organizational skills and the proven ability to prioritize work are required.

• Must be a strong team player with the ability to coordinate with other administrative staff.

REPORTING RELATIONSHIPS Supports Two Leaders: Global Head, Strategic Initiatives WWGA&P and Director, Vaccine Policy