Event Administrative Coordinator Specialist

At Johnson & Johnson, we believe health is everything.

Our strength in healthcare innovation empowers us to build a world where complex diseases are prevented, treated, and cured, where treatments are smarter and less invasive, and solutions 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:
Professional

All Job Posting Locations:
Vilnius, Vilniaus Apskritis, Lithuania

Job Description:

Overall purpose of 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.

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, Starcite, 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.


* Collect feedback and recommendations for continuous improvement.


* Acting as super-user for assigned event processes/systems.

General responsibilities:


* Complies with designated SOP’s and mandatory training for the role Complete Annual Adverse Event and Quality Complaint Reporting Awareness training and HCC/FCPA Awareness training


* Report Adverse Events and Quality complain...