Executive Assistant/Office Manager at Johnson & Johnson

Duties & Responsibilities

Country Manager Support

• Proactively manage, coordinate and organize activities and schedules for the Country Manager including meetings and correspondence (email and voice-mail)
• Identify and respond to all requests that can be dealt with independently and confidentially
• Prepare correspondence, agendas, action logs and ensures timely follow up
• Ensure related travel and hotel accommodations are arranged
• Communicate with other representatives and service agencies, on behalf of the country manager, who may be participating in committees, task forces, network organizations and other responsibilities

Complete financial activities and maintain appropriate financial records.

• Review and Make ongoing tax payments and assist with tax filing
• Preparation for and assistance during financial reporting.
• Preparation for and assistance during financial audits.
• General bookkeeping duties including accounts payable.
• Complete insurance billing and other billing for organizations programs and activities.
• Reconciliation of LOC and vendor accounts.
• Assist in maintaining budget through budget entry and monitoring (Operational Expense).

Project Management and Administration

• Manage and coordinate office operations
• Resolution of credit card issues for exited and current staffs.
• Implement, manage and maintain record keeping, confidential personnel files, purchasing and inventory control systems
• Assist with Human Resources management: Filing of employee records, recruitment, orientation and training of staff when applicable, Onboarding of new hire and off boarding of exited employees
• Manage office equipment, maintenance and service contracts and systems
• Manage technology and telecommunications systems and provide general support to staff
• Create and maintain an administrative filing system
• Prepare, respond to and file correspondence on behalf of the LOC.
• Maintain an inventory of office supplies and equipment
• Work with VOT Manager for data analysis of in market sales (IMS)

Provide support to office and team

• Support daily functioning of building/office.
• Monitor and supervise purchase of supplies along, organizing supplies and office records.
• Ensure professional appearance of office through organization and supplemental cleaning as needed.
• Assist team in obtaining needed information or tools for programs.
• Enhance program functions through support and flexibility.
• Supervise Administrative Staff
• supervision and coordination of administrative support staff, receptionists, and maintenance teams.
• Monitor quality of work, undertake performance reviews and assess training needs;
• Administer facility maintenance contracts including cleaning, security, repairs etc.
• Oversee coordination of schedules, efficient work distribution and relief needs as required

Others

• Local support for external distributors and internal supply-chain
• Be the main point of contact between the Johnson & Johnson Nigeria branch and the external service provider for payroll and financial services, supporting the monthly and quarterly period closings as well as internal services such as HR, CMT, GPH, PV, procurement, GA&P e.t.c.

Qualifications

• Minimum a Bachelor’s Degree preferably in Accounting or Finance,
• 3-4 years of experience
• Fluent level of English
• Excellent communication and presentation skills, both verbal and written
• Ability to manage multiple assignments and muliple tasks
• Strong interpersonal skills, team player to deal with sensitive and occasionally contentious issues