Senior Administrative Assistant, Global Clinical Operations

Biopharma Asia; Warszawa; Hybrid; PLN 120,000 - 150,000; Full time

Job summary

Johnson & Johnson in Warsaw, Poland, is seeking a Senior Administrative Assistant to support Global Clinical Operations. In this role, you will manage calendars, coordinate travel, and handle confidential documents while working with a diverse, global team.

You will enable the local office to run smoothly by handling logistics, SharePoint, and onboarding. A Bachelor’s degree and 5+ years of advanced admin experience are required.

Qualifications

• Bachelor’s degree or equivalent experience required.
• Minimum of 5 years of advanced administrative or secretarial experience, preferably in Clinical Operations.
• Strong time management and organizational abilities with attention to detail.

Responsibilities

• Manage business calendars with strong prioritization and daily time management.
• Coordinate travel arrangements and facilitate team and departmental meetings, both in-person and virtual.
• Interact with various levels of management while handling confidential documents with discretion.
• Solve complex problems using independent judgment and initiative.
• Support local office logistics, including coordinating site visits and onboarding new staff.
• Oversee SharePoint, document storage, and organization of relevant files.
• Assist with team projects and initiatives, including communications and presentations.
• Maintain accurate records and manage confidential information effectively.

Skills

Time management

Organization

Proactive multitasking

Attention to detail

Problem solving

Independent

Assertive

Creative

Courageous

Interpersonal skills

Communication skills

Learning new skills

Reliable energy

Education

Bachelor’s degree in Office Management or equivalent experience

Tools

SharePoint

Zoom

Teams

Microsoft Office

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 https://www.jnj.com

Job Function:

Business Support

Job Sub Function:

Administration & Secretarial

Job Category:

Business Enablement/Support

All Job Posting Locations:

Warsaw, Masovian, Poland

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 https://www.jnj.com/.

Position: Senior Administrative Assistant, Global Clinical Operations(GSO), Johnson & Johnson Innovative Medicine, Warsaw

Position: Full-time, permanent

Location: Warsaw, Poland

Are you passionate about making a difference in a dynamic and supportive environment? Are you excited about the opportunity to work in a global, international setting while supporting a local team in Poland? If you are looking for the best of both worlds, we invite you to join our Global Clinical Operations (GCO) team as a Senior Administrative Assistant!

In this role, you will play a vital part in the essential journey of bringing medicines to patients through clinical trials by providing critical administrative support to the team responsible for operations. You will be the driving force that keeps the office running smoothly, handling all support activities and office logistics that enable the team to focus on their core responsibilities.

Additionally, you will have the opportunity to engage with colleagues from around the world and contribute to central administrative activities within the Centralized Admin Network (CAN).

Primary Duties

Manage business calendars with strong prioritization and daily time management.

Coordinate travel arrangements and facilitate team and departmental meetings, both in-person and virtual.

Interact with various levels of management while handling confidential documents with discretion.

Solve complex problems using independent judgment and initiative.

Support local office logistics, including coordinating site visits and assisting in onboarding new staff.

Oversee SharePoint, document storage, and organization of relevant files.

Assist with team projects and initiatives, including communications and presentations.

Maintain accurate records and manage confidential information effectively.

Qualifications

Education: Bachelor’s degree in Office Management or equivalent experience.

Experience: Minimum of 5 years of advanced administrative or secretarial experience, particularly in Clinical Operations.

Skills:

Exceptional time management and organizational abilities. Proactive multitasker who thrives under pressure.

High-quality work with meticulous attention to detail.

Problem solver who is independent, assertive, creative, and courageous.

Strong interpersonal and communication skills, adept at collaborating with stakeholders at all levels.

Eager and capable of learning new skills, tools, projects, and initiatives.

Reliable, trustworthy, and full of positive energy.

Hard Skills:

Proficient in Polish and English, both written and oral.

Proficient in Microsoft Office Applications and specific software packages like SharePoint, Zoom, Teams, and others.