Medical Project Coordinator/ Executive Assistant

Vor 3 Tagen

Wien, Österreich Johnson & Johnson Vollzeit

This position is a full time hybrid position consisting of 50-70% Medical Project Coordinator tasks for the Oncology Therapeutic Area and 30-50% tasks of the Executive Assistant for the Managing Director according to current needs.
This role will report to the Medical Lead Oncology.

**Responsibilities**:
Therapeutic Area related tasks

Supports the Medical Advisors, MSLs and other Medical Project Coordinators in day-to-day work to enable them to focus on business-relevant topics
Supports the TA in managing medical projects for the assigned therapeutic area under the supervision of the project owner (i.e. contract handling, payment management, location handling, document management etc.)
Supports planning and execution of medical events
Supports other assigned projects under the guidance and supervision of the project owner

Assist the Managing Director in his work organization
- Calendar Management: maintain and shape a complex and changeable calendar by ensuring a good balance between meetings and time for strategic reflections/preparations.
- Planning & follow up of regular touch points with direct reports & other governance
- Travel management: ensure business travels are booked as per the procedures, are well organized and high satisfying, and the access of the related information is easy, precise and in line with Travel and Expense policy. When the MD is travelling, be active in problem solving.
- Expense management and follow up of the budgets and respect deadlines for financial closure.
- Handle / prepare and archive documents of a highly confidential and sensitive nature.
- Help translate Managing Director communication from English to German
- Set-up and coordination of meetings and company events- According to yearly planning, coordinate setting of company events: annual company meeting, seminars, company townhalls, Leadership visits and other Ad Hoc events, by ensuring that the format and attendance is appropriate along with other expectations (e.g. venue, communication, timings, budget, etc)
- Ensure logistic and coordination with services providers and follow up on the quality of service delivered in line with budget and needs.

**Qualifications**:

- Education : Bachelor degree
- Experience in pharma industry required
- Language: German, English fluent (must be able to translate documents & communication from english to high level German)
- Location: Vienna
- Mastering of Microsoft Office tools (incl. ppt)
- Confidentiality
- Excellent relationship and collaboration skills
- Sense of anticipation and planning
- Project management skills
- Autonomy, ability to take initiatives and to be pro-active
- Positive thinking and mindset (can do attitude and problem solving mindset)
- Ability to work in a matrix

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