Executive Assistant & Operations Coordinator Surgery

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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:

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The anticipated base pay range for this position is:

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.