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Job Function:
Business Support
Job Sub Function:
Administration & Secretarial
Job Category:
Business Enablement/Support
All Job Posting Locations:
Wokingham, Berkshire, United Kingdom
Job Description:
About Johnson & Johnson MedTech Electrophysiology
Fueled by innovation at the intersection of biology and technology, we are developing the next generation of smarter, less invasive, and more personalized treatments.
At Johnson & Johnson MedTech Electrophysiology (EP), we are transforming the treatment of cardiac arrhythmias through innovative technologies that enable physicians to diagnose and treat heart rhythm disorders with greater precision.
For more than 30 years, we have been a global leader in electrophysiology, partnering with physicians to advance diagnostic and therapeutic solutions for patients worldwide. Through world-class education, training, and collaboration, we support healthcare professionals in delivering better outcomes and driving the future of cardiac care.
If you are passionate about making a difference and want to be part of a team shaping the future of healthcare, we invite you to join us.
Position Overview
The Electrophysiology TEAM ASSISTANT provides executive, administrative, operational, event, and professional education support to the EP UK & Ireland General Manager and other senior Electrophysiology leaders, ensuring the effective delivery of business priorities and day-to-day operations across the EP organisation.
The role plays a critical part in enabling effective leadership team operations through proactive diary and meeting management, event coordination, professional education administration, business process support, financial management, and office operations. The position also supports the successful delivery of healthcare professional (HCP) training programmes, educational events, faculty engagement activities, and customer-facing meetings that are central to EP's growth strategy and commitment to advancing patient care.
The role requires a highly organised, proactive individual who can manage multiple priorities, maintain confidentiality, exercise sound judgement, and build strong relationships across internal and external stakeholders.
Principal Accountabilities
Executive & Business Support
- Provide high-quality executive and administrative support to the EP UK & Ireland General Manager and other designated senior EP leaders.
- Manage complex calendars, scheduling priorities, and meeting logistics for the General Manager and supported leaders.
- Proactively coordinate leadership activities, meetings, and business priorities to ensure efficient use of time and resources.
- Serve as a trusted point of contact for internal and external stakeholders on behalf of the General Manager and supported leaders.
- Maintain leadership team calendars, governance documentation, and departmental records.
- Support leadership initiatives, strategic projects, and team engagements as required.
Professional Education Coordination & Support
- Provide administrative and operational support for Professional Education programmes across the UK & Ireland Electrophysiology business.
- Coordinate physician training programmes, workshops, observational visits, customer education activities, and healthcare professional events.
- Manage educational event logistics including venue coordination, registration management, invitations, agendas, catering, accommodation, and attendee communications.
- Coordinate faculty engagement activities including scheduling, travel arrangements, contracting support, expense reconciliation, and event preparation.
- Support Healthcare Compliance (HCC) processes and documentation to ensure all educational activities are delivered in accordance with company policies and industry regulations.
- Assist with educational grants administration, attendee tracking, documentation management, and post-event reporting.
- Maintain Professional Education calendars, event trackers, budgets, and planning tools.
- Partner closely with Professional Education, Marketing, Commercial, Clinical, Medical Affairs, and Finance teams to ensure the successful delivery of educational programmes.
- Support participation at regional, national, and international congresses, customer meetings, and educational events as required.
- Contribute to continuous improvement initiatives that enhance the efficiency and effectiveness of Professional Education activities.
Meetings, Events & Travel Management
- Coordinate leadership meetings, town halls, workshops, and team events, including catering, travel arrangements, invitations, and attendee management.
- Provide end-to-end support for internal and external meetings held across EP EMEA as required.
- Manage travel bookings, itineraries, and expense reporting in compliance with company policies.
- Support visitors, external partners, and meeting participants as required.
- Coordinate visa requests and travel-related administrative activities where applicable.
Office & Operational Support
- Act as a key contact for office management activities across EP locations.
- Maintain a high standard of office organisation and workplace experience, escalating facilities issues when required.
- Coordinate photocopying, binding, and distribution of business materials via approved courier or postal services, as required to support the commercial organisation.
- Support onboarding activities for new employees, including office inductions, workplace tours, equipment coordination, and engagement with relevant departments.
- Coordinate departmental records retention activities in accordance with company policies and procedures.
- Attend and support internal and external meetings as required.
Business Process & Financial Administration
- Operate in accordance with company policies, standard operating procedures, financial controls, and administrative processes.
- Manage requisition and purchasing activities through J&J eMarketplace, Ariba, and associated systems.
- Raise purchase orders, resolve queries, and complete goods receipt activities.
- Liaise with purchase order requesters to ensure accurate and complete information is submitted for processing.
- Liaise with suppliers and internal stakeholders to support timely resolution of purchasing and payment matters.
- Manage monthly accrual tracking and reporting requirements.
- Support project management teams with purchase order requests for contractors and temporary workers, including reconciliation of approved timesheets.
- Support budget tracking and financial administration relating to Professional Education activities and events.
Team Collaboration
- Provide administrative support and cover for other members of the administrative support team when requested by the line manager.
- Partner effectively with cross-functional stakeholders across Johnson & Johnson MedTech.
- Contribute to continuous improvement initiatives that enhance efficiency, service, and employee experience.
- Build strong collaborative relationships across Commercial, Marketing, Clinical, Medical Affairs, Finance, Human Resources, Healthcare Compliance, and Professional Education functions.
Qualifications & Experience
Required Education & Experience
- Minimum of 5 years' experience in executive administration, team administration, office management, event management, professional education coordination, or a closely related business support role.
- Proven experience supporting senior executives, ideally within a global, matrixed organisation.
- Proven experience coordinating meetings, events, training programmes, travel, and business operations.
- Experience managing purchase orders, suppliers, accruals, and related financial administration processes.
- Demonstrated ability to manage multiple projects and stakeholders simultaneously.
Preferred Experience
- Experience supporting a commercial, sales, healthcare, pharmaceutical, or medical technology organisation.
- Experience coordinating healthcare professional education programmes, congresses, training events, or faculty engagement activities.
- Experience working within a global organisation.
- Knowledge of procurement and financial systems such as Ariba, SAP, or similar platforms.
- Familiarity with healthcare compliance requirements and healthcare professional engagement processes.
Skills & Competencies
- Exceptional organisational, prioritisation, and time-management skills, with the ability to manage multiple activities simultaneously.
- High attention to detail, ensuring accuracy, timeliness, and quality across all deliverables.
- Strong interpersonal skills and the ability to communicate effectively with senior leaders, colleagues, suppliers, healthcare professionals, and external partners.
- Professionalism, discretion, sound judgement, and a high degree of accountability when handling confidential information.
- Ability to respond agilely to last-minute changes with urgency, resilience, and a can-do mindset.
- Excellent written and verbal communication skills.
- Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
- Ability to work independently while collaborating effectively within a team environment.
- Strong event planning and coordination capabilities.
- A continuous improvement mindset with a strong focus on service and operational excellence.
Leadership Imperatives
- A commitment to Johnson & Johnson Credo values.
- Strong collaboration and partnership skills.
- Ownership and accountability for delivering high-quality outcomes.
- A proactive approach to identifying and solving problems.
- The ability to thrive in a fast-paced and evolving business environment.
Required Skills:
Preferred Skills:
Administrative Support, Business Writing, Communication, Contract Monitoring, Customer Centricity, Data Capturing, Diary Management, Document Management, Handbooks, Microsoft Office, Office Administration, Organizational Knowledge, Organizing, Presentation Development, Problem Solving, Process Oriented, Professional Ethics, Travel Planning, Typing