­ministrative Assistant GCO CAN

The Administrative Assistant reports into the GCO Centralized Admin Network and is responsible for the administrative support of the GCO global teams. Administrative support is further defined in the primary activities highlighted below. In addition, a variety of other day-to-day activities may be requested in support of the broader GD and GCO team members. The Management Assistant will respond to complex inquiries/questions/requests from all levels of staff. Principal Responsibilities: Manage complex business calendar with a keen sense of prioritization & time management on a daily basis. Coordinate all travel arrangements as needed & process expense reports on time. Coordinate team/departmental meetings and related activities, both large and small, on and off-site, in-person and virtual. Interact with various levels of management on a day-to-day basis, handling confidential documents and materials. Exercise independent discretion and judgment to solve complex problems regarding project, department or division-related work. Coordinates contracts, agreements and purchase orders. Serves as GCO Beacon Time Administrator and 1-Supply Coordinator. Support local office logistics: coordinate site visits, office space, check-in and escorting of guests, etc... Coordinates the on/offboarding process for new J&J staff, contractors and FLEX providers, including Distribution List maintenance. Provide system support, including data entry, reconciliation, and clean-up/correction, report generation, and technical support, etc. Manage SharePoint; including document upload, development of sub-sites, provide links, general organization and structure Support team projects, initiatives, working groups, and Subject Matter Expert team Provide presentations/distribute communications; including slide/mailing development/formatting, presenting relevant administrative information,... Leads and/or supports key departmental or organizational business support projects Actively participate in cross departmental projects & taking a coordinating role. Collect & consolidate management data/reports for the business, to track performance against goals and corporate strategy. Assist in meeting preparations and follow-up on actions, includes: slide development/formatting, requesting and consolidating topics, minute/action keeping and subsequent follow-up, coordinating logistics, arranging internal/external speakers, attending the meetings, etc... Stays up to date on the developments within their own area of expertise and takes ownership of their own development and training plan. Principal Relationships: Internal contacts Has daily contact with the hierarchy, colleagues and employees of their own local teams and other departments local or global with regard to the administrative and logistic support and coordination, the management of files, the answering of questions and the exchange of information. External contacts Has daily contact with visitors of the department and other contacts of the hierarchy, colleagues and employees of the department Has regular contact with business partners, stakeholders, … of the department(s) or in order to answer questions follow up on services and orders, …. Qualifications Knowledge and complexity Knowledge level Bachelor or equivalent through experience Mininum of 3 years experience Knowledge of the processes, procedures and systems of the department and organization Knowledge of contract administration Knowledge of Office applications and organization specific software Knowledge of the field of expertise of one or more departments/services Insight in and knowledge of the operation of the business Knowledge of the internal and external legislation and regulations Knowledge of the structure, culture and networks of the organization Knowledge of English (oral and written) Problem solving and autonomy Accomplishing tasks with the necessary attention to detail and offering effective support within the agreed deadlines and according to agreed / set guidelines Being able to autonomously and proactively contribute to the optimization of processes or procedures within the department(s) Being able to develop a strong expertise in the administrative systems, processes and activities in order to be broadly deployable in the different administrative activities, domains and processes Acquiring a broader insight in the concerned business and in basic analysis Taking the necessary initiatives that contribute to the well-functioning of the department(s) Being able to assertively adopt a position regarding the correct prioritization of tasks Being able to discreetly handle information, to correctly word written messages and to tactfully communicate with internal and external parties Acts autonomously when taking decisions on prioritizing their own tasks within general guidelines Applies the company guidelines and the applicable procedures and/or regulations Consults with the supervisor in case of doubts or questions concerning their assignments and for the validation of budgets and sensitive communications Primary Location Belgium-Antwerp-Beerse- Organization Janssen Pharmaceutica N.V. (7555) Job Function General Administration Requisition ID 2206070680W