Johnson & Johnson Careers

Executive Assistant & Commercial Projects Co-ordinator , Regional Customer Development Leadsership EMEA

Maidenhead, United Kingdom

Job Description

Requisition ID: 1805632270W

Sales & Customer Co-ordinator, Sales & Customer Leadership team EAME

About the company

Take the opportunity to become part of the success story behind one of the world’s fastest growing consumer companies.  At Johnson & Johnson we have a truly unrivalled brand portfolio with power brands across multiple categories including but not limited to Johnson’s®, Neutrogena®, Clean & Clear®, Listerine®, Calpol®, and Sudafed®.  We have achieved consistent growth and our breakthrough plans for the future make this a great place to further your career.


Role overview and purpose:  To work closely with the Regional Sales, Customer and Shopper team to provide full administrative and project management support.  It is envisaged that this role will spend approximately 50% of time supporting the direct line manager and other members of the leadership team and approximately 50% of time supporting the broader team.


Below is a list of key responsibilities, it is not exhaustive and additional activities may be added at Management discretion.  It is the responsibility of the Executive Assistants to deputise for each other and ensure coverage is maintained when planning working hours and holidays.


PA Support/Admin:


First point of contact for EAME Regional Customer, Sales & Shopper team for cluster & market sales and shopper leads, regional franchise leads, global customer development teams.


Professional Diary Management for sales leadership team and ensuring the appropriate calendar management of key meetings throughout the year are managed and organized appropriately.


Processing expenses for the leadership team as requested and ensuring a robust system is in place to ensure full accuracy and due dilligence.


Travel arrangements for colleagues, including support with visa applications, flights, accommodation and taxis (using preferred suppliers such as AMEX within defined SLAs) – accurate and thorough management.


Ad-hoc but thorough support to international visitors to the UK – taxis, accommodation etc


Booking onsite meeting rooms through Outlook for larger team meetings, using PA-managed diaries and for the broader team. Ensure IT and equipment in meeting rooms is functional and fit for purpose for meeting purpose.


Hospitality arrangements for internal meetings and overseas visitors


Managing team events, such as large important cross functional meetings, CSR events, Christmas party and other celebrations. Full ownership for management of Offsite and Onsite meetings.


Liaising with the Facilities team to arrange couriers, fix printer problems, flickering lights etc.

To also chase any office environment issues such as aircon or equipment/furniture etc


Screening telephone calls, enquiries and requests to the team (strict no-name policy)


Finance –E-Marketplace, Ariba & SAP Lynx responsibilities for EAME region


First point of contact for purchase orders (POs) and emarket place for full shopper and sales regional team.


Leads process for purchase orders (POs) for whole team and proactively manages them through to completion, ensuring issues are flagged and dealt with appropriately , and that all members understand their role in ensuring the process goes smoothly


Responsibility for onboarding new vendors, raising POs, resolving invoice queries, closing down and reconciling POs each financial quarter in area of PO responsibility and other areas


Track spend vs budget in a way that can be easily presented as updates to the team


New Starters (employees & contractors):


Supporting the team IT issues, IT equipment requests, visas for travel, liaising with all key areas to ensure new starters are up and running effectively


Supporting the new hire on-boarding process in a timely and prompt manner– includes requesting IT equipment, desk set up and working on inductions with HR, Car Fleet and line managers


Project management and Business Reporting Duties


Coordinates and assists in preparing associated business reports in customer, RGM  and shopper and manages proactive communication around these.

Sets and manages agenda’s for RCLT meetings

Prepares agendas and materials for executive meetings. Establishes and maintains support systems for structuring priorities necessary to the Executive.


Coordinates and assists in developing associated business reports or communication portals to the desired standard and structure, and prepares presentations. Organizes files, performs data entry and analyzes data, and maintains accurate records. Eg shopper sharepoint; zonza asset management analysis for toolkit and shopper asset usage.


Co-ordinates the executional delivery of prioritized and agreed Shopper projects with agency or cluster lead markets.  


Other duties:

Co-ordinate and support activities for Regional Sales & Shopper Town Halls or webex’s /meetings as required . When setting up meetings to ensure accurate attention to full meeting management including invitee lists and availability, effective and professional communication in the organization of these, appropriate meeting rooms & facilities.

Coordinating with Legal on contracts for contractors and third party services

Support in filing and archiving of documents

Support and maintenance of the SharePoint site and One drive for the sales team

Ad-hoc project work for the leadership team

Minute taking at meetings, ad-hoc PowerPoint, Word and Excel work as required  

Liaising with clients and suppliers in a professional and polite manner

Supporting leaders with PA support in the absence of the other Executive Assistant

Active participation in the regular on-site PA/administrator meetings to raise areas of concerns and to facilitate process improvements.

Building relationships with Executive Assistants on site and in the region

Inform/onboard the team on new processes within J&J (by also agreeing with the dept leader): eg a new HR process/system, a new IT system etc.


Lead function’s credo based team bonding and H&W initiatives (eg. Put team lunches or coffee breaks in the calendar, organize for our team to participate in J&J H&W initiatives/competitions/charity events etc)


Takes full responsibility and Supports all team members on IT or other process issues in general by finding solutions and the relevant support to resolve. Eg equipment issues, concur issues, system issues, new software rollouts. Take proactive management on informing wider team of common or likely issues.


Handles confidential matters requiring discretion and judgment


Primary Location
United Kingdom-England-Maidenhead
J&J Consumer Services EMAE., Ltd (8675)
Job Function
Requisition ID