Executive Assistant & Operations Coordinator Surgery

Biopharma Asia; Wien; Hybrid; EUR 58,000 - 93,000; Full time

Benefits offered by this job

Annual bonus

Vacation days

Parental leave

Well-being reimbursement

Insurance plans

Job summary

Johnson & Johnson in Vienna, Austria, is seeking an Executive Assistant & Operations Coordinator for the Surgery Austria unit. You will support the General Manager and leadership team, manage calendars, travel, and meeting logistics, and coordinate governance and events across multiple functions.

You will collaborate with Sales, Marketing, Tender & Contracting, Finance, and HR to drive operational excellence in a fast-paced MedTech environment. Fluency in German and English is required.

Qualifications

• Experience as Executive Assistant, Team Assistant, Office Manager, Event Coordinator or similar operational role.
• Strong organizational and project coordination skills with multiple priorities.
• Experience coordinating meetings, events, projects with multiple stakeholders.
• Experience with budget tracking, purchase orders, invoices and supplier management is an advantage.
• Experience in MedTech, Healthcare, Pharmaceuticals or regulated industry is preferred.
• Excellent written and verbal communication in German and English.

Responsibilities

• Provide administrative support to GM and Surgery Leadership Team.
• Manage calendars, travel arrangements, meetings, and related processes.
• Prepare presentations, reports and leadership updates.
• Coordinate governance, meetings, events and congress participation.
• Support commercial and governance activities across functions.
• Coordinate cross-functional projects and operational initiatives.
• Develop templates, trackers and tools to improve efficiency.

Skills

Accountability

Administrative Support

Data Capturing

Detail-Oriented

Diary Management

Document Management

Microsoft Office

Travel Planning

Typing

Communication skills

Tools

Microsoft 365

Job description

At Johnson & Johnson,we believe health is everything. Our strength in healthcare innovation empowers us to build aworld where complex diseases are prevented, treated, and cured,where treatments are smarter and less invasive, andsolutions are personal.Through our expertise in Innovative Medicine and MedTech, we are uniquely positioned to innovate across the full spectrum of healthcare solutions today to deliver the breakthroughs of tomorrow, and profoundly impact health for humanity.Learn more at jnj.com .

As guided by Our Credo, Johnson & Johnson is responsible to our employees who work with us throughout the world. We provide an inclusive work environment where each person is considered as an individual. At Johnson & Johnson, we respect the diversity and dignity of our employees and recognize their merit.

Job Function:

Business Support

Job Sub Function:

Administration & Secretarial

Job Category:

Business Enablement/Support

All Job Posting Locations:

Wien, Austria

Job Description:

Location: Vienna, Austria

Business Unit: Surgery, Johnson & Johnson MedTech Austria

Role Overview

As Executive Assistant & Operations Coordinator Surgery Austria, you will play a key role in supporting the day-to-day operations and coordination of the Surgery business in Austria.

You will provide organizational and administrative support to the General Manager and Surgery Leadership Team while coordinating governance processes, meetings, events, congress participation and selected commercial excellence activities. You will help create structure, transparency and follow-through across the organization, ensuring smooth execution of key priorities and operational processes.

Working closely with Sales, Marketing, Professional Education, Tender & Contracting, Finance, HR, Compliance and external partners, you will act as a central coordinator across multiple workstreams and contribute to operational excellence throughout the organization.

This role is ideal for someone who enjoys organization, stakeholder coordination, project management and driving execution in a dynamic and fast-paced MedTech environment.

Key Responsibilities

Executive Support & Business Coordination

• Provide administrative and organizational support to the General Manager and Surgery Leadership Team.
• Manage calendars, travel arrangements, meeting logistics and related administrative processes.
• Coordinate preparation of presentations, reports, leadership updates and business review materials.
• Support communication and follow-up of key decisions, actions and priorities across the organization.
• Ensure effective coordination of recurring business processes and leadership activities.

Events, Congresses & Customer Engagement Operations

• Coordinate the operational delivery of customer events, educational programs, workshops, internal meetings and congress participation activities.
• Support planning and execution of advisory boards, customer meetings and commercial events.
• Manage timelines, event logistics, supplier coordination, registrations and supporting documentation.
• Coordinate purchase orders, invoices and budget tracking in collaboration with Finance and business owners.
• Ensure events and activities are executed in compliance with company policies and processes.
• Act as a key coordination point between internal stakeholders and external event partners.

Governance & Meeting Coordination

• Coordinate leadership meetings, business reviews, forecasting discussions, planning meetings and team meetings.
• Prepare agendas, meeting materials, decision logs and action trackers.
• Ensure visibility and follow-up of agreed actions, responsibilities and deadlines.
• Support annual planning processes and regular business reviews.
• Help establish efficient and consistent governance processes across the organization.

Sales Support & Commercial Excellence Coordination

• Support commercial teams through coordination of key business processes and initiatives.
• Maintain and update business trackers, opportunity overviews, action plans and commercial dashboards.
• Support forecasting cycles, performance reviews and business reporting activities.
• Coordinate follow-up of strategic initiatives and priority growth projects.
• Collaborate with Sales, Marketing, Tender & Contracting, Pricing and Finance teams to improve visibility and execution.
• Support preparation of commercial meetings and business updates.

Project Execution & Operational Excellence

• Coordinate selected cross-functional projects and operational initiatives.
• Maintain project plans, milestones, timelines and stakeholder communication.
• Develop and improve templates, trackers and operational tools.
• Identify opportunities to simplify processes and increase organizational efficiency.
• Support onboarding activities and organizational coordination within the Surgery team.
• Use Microsoft 365 and AI-enabled tools to improve productivity and effectiveness.

Qualifications & Experience

• Experience as Executive Assistant, Team Assistant, Office Manager, Event Coordinator, Project Coordinator or in a similar operational role.
• Strong organizational and project coordination skills with the ability to manage multiple priorities simultaneously.
• Experience coordinating meetings, events, projects or business processes involving multiple stakeholders.
• Experience with budget tracking, purchase orders, invoices and supplier management is an advantage.
• Experience in MedTech, Healthcare, Pharmaceuticals or another regulated industry is preferred.
• Strong communication and stakeholder management skills.
• Excellent written and verbal communication skills in German and English.
• Confident use of Microsoft 365 applications including Outlook, Teams, Excel, PowerPoint and SharePoint.

Required Skills:

Accountability, Administrative Support, Business Writing, Customer Centricity, Data Capturing, Detail-Oriented, Diary Management, Document Management, Filing Documents, Learning Agility, Microsoft Office, Office Administration, Process Oriented, Professional Ethics, Telephone Etiquette, Travel Planning, Typing

Preferred Skills:

Accountability, Administrative Support, Business Writing, Customer Centricity, Data Capturing, Detail-Oriented, Diary Management, Document Management, Filing Documents, Learning Agility, Microsoft Office, Office Administration, Process Oriented, Professional Ethics, Telephone Etiquette, Travel Planning, Typing

The anticipated base pay range for this position is:

€58,400.00 - €93,380.00

Benefits:

In addition to base pay, we offer the following benefits*: an annual bonus with set target (% of pay) depending on pay grade / location, where the actual amount is based on the employees’ and companies’ performance of the previous calendar year, or sales commissions. Moreover, we offer vacation days, parental leave for a minimum of 12 weeks, bereavement leave, caregiver leave, volunteer leave, well-being reimbursement, programs for financial, physical and mental health. We also offer service anniversary and recognition awards, and subject to the terms of their respective plans, employees - and in some location’s eligible dependents - can participate in several insurance plans. For more information, visit Employee benefits | Supporting well-being & career growth | Johnson & Johnson Careers.

*This is for informative purposes only. Amounts and actual benefits may vary by location and are subject to change.