Business Support Specialist

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Job Description:

Business Support Specialist

Location.: Tallinn, Estonia

Full time job

Coordinate planning and organise logistics, administration and documentation for all types of customer events, in collaboration with Event Owner from Medical, Commercial or External Affairs department.

The overall aim is to ensure that all Janssen events are of high quality. This includes promotional events, medical education events, educational support, advisory boards, consultations, sponsorships, patient organisation events and patient organisation support etc.

To provide a professional and high-quality office support service by ensuring the efficient day-to-day office operations; to coordinate and supervise the purchasing processes by selecting vendors, following on the payments in Ariba and Lynx, coordinating of all office related processes and assets (IT, cars, facilities, insurance),

To devise and maintain office systems, including documentation, contracts and data management,

To provide administrative support to colleagues for travels, meetings and translations; to support HR, PV and HCC related tasks,

To ensure all processes is handled and done in a compliant way, following the rules and regulations required by J&J, the Pharmaceutical Industry and by the local country.

To plan the Onboarding process in collaboration with the line leaders to ensure a good start for new comers and by this playing a role in the guardians of Janssen's reputation.

To lead other projects and perform tasks (Safe Fleet/Data privacy/Office premises)

To implement team activities and drive engagement, health and wellbeing in the respective country and across the organization,

To work x-functionally and share learnings across Baltic organization,

To support competitiveness and successful achievement of business and organisational goals

To find the ways to simplify our operational processes

Essential duties and responsibilities:

• Actively participate in event related meetings/discussions with Event Owner, with the aim to:
• align on event concept, content, target audience, event communication strategy, logistics and digital options, vendors, speakers and event faculty where needed
• raise any out-of-framework or non-compliant event questions with Event Owner
• Handle administration for customer events in systems (iConnect, ICD, Ariba, Lynx, HPR), from initiation to finalisation.
• Handle communication to Amex and other external event organisers. Organise logistics in line with event plan and budget agreed with Event Owner.
• Handle event related administration: contract creation, registration; information on travel and accommodation; managing payment and disclosure documentation.
• Align regularly with Event Owner on progress of event.
• Take proactive and timely action on any arising issues which may endanger the event plan, budget or compliance. This includes immediate escalation of major challenges to Event Owner, if needed - line manager and  if potential compliance deviations - to Healthcare Compliance officer.
• Retain relevant event information and documentation (electronic or hard copy) in line with Records Retention Schedule and Baltic archiving routines.
• Ensure the professional office support by following on the processes, solving the issues and managing the assets,
• Create and manage Purchase Orders until final closure and/or invoicing, following the Purchase Order process thoroughly (Ariba),
• Create and update new vendors with accurate information,
• Ensure all (processes, documentation, etc.) is handled and done in a compliant way, following the rules and regulations required by J&J, the Pharmaceutical Industry and by the local country.
• Provide administration support for colleagues, to perform HR, PV and HCC related tasks,
• Organise smooth on-boarding process for new employees
• Implement team activities and drive engagement, health and promote wellbeing
• Find the ways to simplify the daily processes, share learnings and best practice across Baltic organization,
• Support competitiveness and successful achievement of business and organisational goals by assisting not only to local but also to pan Baltic roles
• Collect feedback and recommendations for continuous improvement.
• Acting as super-user for assigned event processes/systems.
• Manage any other project/task individually assigned by line leader.

Job Requirements

Essential knowledge and skills:

• Highly proficient in spoken and written English language
• Fluent local (Estonian) language
• Strong administrative and organizational skills: communicating, computing, organizing, planning, scheduling, or staffing, etc.
• Profound technical skills: strong user of IT systems, basic understanding of virtual meeting techniques, etc.
• 2 year's experience in equal organizational or administrative role

Core competencies required for this role:

• Strong communication, teamwork and interpersonal skills (such as collaboration, flexibility, teamwork, solution & result orientated etc.)
• Ability to manage large flow of information is a must
• Proactive and independent way of working
• Problem solving and critical thinking skills
• A strong work ethic, professionalism
• Self-Motivation to Learn and Grow
• Resistant to stress, ability to work against deadlines, good sense of urgency