Office Manager

The Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency, and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures and task delegation. The successful office manager is an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently with little or no supervision. Well organized, flexible, and enjoys the administrative challenges of supporting an office of diverse people. In this role, you work closely with the Managing Director and his board in maintaining coordination between different parts of the organization. You articulate all internal communication channels towards our Medical Devices organization. Finally, this role is essential in maintaining a central point of contact with a series of external companies and stakeholders. As Office Manager you are the linking pin for administrative support across the organization. You work closely with the board of directors and all business units on topics which include local onboarding, organizing meetings and events, managing the necessary sales and marketing supplies, organizational communication, and further administrative support. To succeed in this role you are results oriented, structured, and pro-active. You will report directly to the Managing Director and are able to significantly impact the way we do business in Johnson & Johnson Medical Devices. Principal Duties and Responsibilities Manage Managing Director’s calendar and set up meetings Make travel and accommodation arrangements Administrative and project-based support Perform review and analysis of special projects and keep the management properly informed Act as the point of contact among Board members, employees, and other external partners Internal digital newsletters including video (franchise and MD) - Coordinate, write and execute internal communication for relevant stakeholders Manage information flow in a timely and accurate manner: Format information for internal and external communication – memos, emails, presentations, reports, organizational announcements, townhalls, etc. Administer internal meetings: agenda, minutes and logistics Organize events internal and external Co-ordinate Team Projects Balance workload within the team and act if tasks need to be re-distributed. Responsible for ordering Stationary according to J&J branding Mailings (DL) - Administration of e-mailing distribution list Coordinate PO’s: Create and manage PO’s New-hire onboarding, Functional onboarding (laptop, phone etc) and other material Prevention coordinator: Draw-up the annual EH&S- action plan with the prevention department and follow-up on the associated actions and awareness campaigns Maintain a safe, secure, and pleasant work environment Comply to EH&S regulations (local and JNJ regulations) for MD BE employees (determination of risk per function + associated PPE’s, Participate in the CPBW (committee for prevention and protection at work) Having a “first aid certificate” (= EHBO certificate) is a plus Back up of Facility coordinator Education & Experience that will help you to succeed in the role: 4 years’ experience in administrative role reporting directly to upper management Bachelor’s degree in office management or equivalent is a plus Fluency in oral and written Dutch, French and English Excellent working knowledge of MS Office: Outlook, Word, Excel and PowerPoint Comfortable in using all latest digital tools such as Microsoft Teams and Zoom Prior experience with expenses & travel processing platforms is a plus Good aptitude for learning to use new systems Customer focus for both internal and external customers. Ability to develop close relationships with customers and colleagues at all levels. Integrity and Credo-based Actions - The ability to build trust. The willingness to put the Credo top of mind for all decisions. Process and project management skills. Provision of timely agreed material to the stakeholders. Well structured, focused & setting clear priorities. Results and Performance Driven - The ability to deliver business results and solutions and keep the focus on driving customer value. - The willingness to assume personal ownership and accountability. Collaboration and Teaming - The ability to work well across functions and groups and to build effective teams. - The willingness to put interests of enterprise above own. Qualifications Skills and Abilities Positive drive, can do attitude High work ethics and confidentiality Excellent organizational skills and ability to effectively manage different priorities Ability to exercise high level discretion and judgement Proactive, enthusiastic, curious, flexible Service oriented Accuracy and attention to detail Excellent verbal and written communication skills in Dutch, French and English Empathy in planning and ability to think ahead in a logical, sequential way Ability to work on own initiative and as a member of a team Strong interpersonal skills What we offer: A fulfilling career within J&J Strong development tools and opportunities A company culture designated one of Europe’s best places to work by The Economist A competitive salary An extensive list of benefits, a strong pension plan, 33 holiday days, health and wellness programs Flexible work arrangements Caring for the world, one person at a time has inspired and united the people of Johnson & Johnson for over 130 years. We embrace research and science -- bringing innovative ideas, products and services to advance the health and well-being of people. At Johnson & Johnson, we believe good health is the foundation of vibrant lives, thriving communities and forward progress. That’s why for more than 130 years, we have aimed to keep people well at every age and every stage of life. Today, as the world’s largest and most broadly-based healthcare company, we are committed to using our reach and size for good. We strive to improve access and affordability, create healthier communities, and put a healthy mind, body and environment within reach of everyone, everywhere. Every day, our more than 130,000 employees across the world are blending heart, science and ingenuity to profoundly change the trajectory of health for humanity. Thriving on a diverse company culture, celebrating the uniqueness of our employees and committed to inclusion. Proud to be an equal opportunity employer. Primary Location Belgium-Brussels-Capital Region-Diegem- Organization Johnson & Johnson Medical NV (7546) Job Function Facilities Requisition ID 2105992476W