Executive Assistant & Operations Coordinator - Vienna

Johnson & Johnson Co.; Wien; On-site; EUR 58,000 - 93,000; Full time

Benefits offered by this job

Annual bonus

Vacation days

Health & wellbeing benefits

Job summary

Johnson & Johnson is seeking an Executive Assistant & Operations Coordinator for Surgery Austria in Vienna. You will support the General Manager and Leadership Team, manage calendars, travel, and governance processes, and coordinate cross-functional activities to drive operational excellence.

You will collaborate with Sales, Marketing, Tender & Contracting, Finance and HR, and use Microsoft 365 tools to enhance productivity. 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 ability to manage multiple priorities.
• 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.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.

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

Tools

Microsoft 365

Job description

Johnson & Johnson is seeking an Executive Assistant & Operations Coordinator for Surgery Austria in Vienna. You will support the General Manager and Leadership Team, manage calendars, travel, and governance processes, and coordinate cross-functional activities to drive operational excellence.

You will collaborate with Sales, Marketing, Tender & Contracting, Finance and HR, and use Microsoft 365 tools to enhance productivity. Fluency in German and English is required.