Position Overview
This role provides high-level executive administrative support to the General Manager, Surgery UK & Ireland, as well as providing comprehensive operations support to Surgery J&J UKI Teams based in the Pinewood Campus and at the new Maidenhead site from Oct 2026.
Key Responsibilities
Executive & Business Support
* Provide day-to-day executive support to the General Manager, J&J Surgery UK & Ireland including complex diary management, prioritisation of requests, and determination of appropriate courses of action.
Meetings, Travel & Office Management
* Coordinate RLT /LT meetings when held within the region, including venue sourcing (internal/external), contracting, agency engagement, travel logistics, invitations, and attendee tracking.
* Manage executive travel coordination and expense reporting.
* Provide office management support as required, including visa coordination and administrative compliance tasks.
* Act as a trusted liaison between senior leaders, internal stakeholders, and external partners across the global J&J network.
* Prepare correspondence, presentations, reports, and other business documentation in multiple formats with a high degree of accuracy and discretion.
* Manage the business calendar, master calendars, and governance documentation.
* Support ad hoc strategic projects as required by the GM and leadership teams.
* Photocopying/Binding presentations for MedTech Prof Ed teams, RSM and Sales Teams and distribute accordingly via DHL or Royal Mail. Site point of contact for any photocopy requests to support the commercial sales business.
* Maintain a good standard of housekeeping in the office environment and rectify and raise any facilities requests.
* Adhere to the company's procedures as detailed in the SOPs with regards to financial and processes.
* Working on J&J Emarketplace Ariba Buying Platform and associated platforms.
* Raising Purchase Orders/resolving queries/goods receipting.
* Liaising with PO requesters ensuring all correct information is provided to enter onto Emarketplace.
* Liaising with suppliers.
* Managing Monthly Accrual System.
* Supporting PMOs with IVQA PO requests and reconciling timesheets once approved by Hiring Manager.
* Make the necessary arrangements for any new starters with support with inductions and office tour to ensuring all hardware etc is ordered, working with various departments to support the new starters.
* Provide cover for other admins within the Shared Admin Team as and when requested by Line Manager.
* Attend internal and external meetings as and when required.
* Co-ordinate departmental records retention day in accordance with company policy and Procedures.
Qualifications and Experience
Education & Experience
* Minimum 5 years’ experience in Executive Administration, Event Management, Office Management, or a closely related role.
* Proven experience supporting senior executives, ideally within a global, matrixed organisation.
* Demonstrated experience leading large-scale, high-profile corporate events.
Skills & Competencies
* Exceptional organisational and prioritisation skills with the ability to manage multiple projects simultaneously.
* High attention to detail, ensuring accuracy, timeliness, and quality of all deliverables.
* Strong interpersonal skills with the ability to communicate effectively at all levels, including senior leadership and external partners.
* Professionalism, discretion, sound judgment, and a high degree of accountability.
* Ability to respond agilely to last-minute changes with a strong sense of urgency and a 'can-do' mindset.
* Excellent written and verbal communication skills.
* Advanced proficiency in Outlook, Word, Excel, and PowerPoint.
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