GLOBAL EVENT MANAGEMENT COORDINATOR

J&J Global Corporate Affairs is recruiting for a Global Event Management Coordinator to report to the Leader, Global Event Management.
The Global Event Management Coordinator provides administrative support to the Global Event Management Leader and Team, in executing plans for the Executive Committee & Board of Director Global events and experiences.
RESPONSIBILITIES (Essential Functions)* § Directly supports, 5 employees and 4 full time contractors § Engages in routine and complex vendor payments through Ariba (wire transfers, check requisitions), Purchase Orders & CMC Card reconciliation of up to 26MM in spend annually § Reconciles 3 AMEX Corporate Meeting Cards (in excess of one million dollars each) and 2 Expense Reports through GXRS.
§ Maintains all electronics receipts and files for all monthly Amex statements § MSA and contract renewl processes and management through EMarketplace § Prepares Domestic & International air & ground travel for project managers and program contractors to include Visa preparation, passport renewals etc.
§ Assists with airfare analysis for group travel for EC level meetings through Johnson & Johnson Travel.
§ Coordinates NSO, DMC and Production vendor presentations and outside visitor visits § 20% of time spent supporting Chairman’s office and the Executive Committee administrative assistants on special VIP requests, global transient hotel reservations/challenges, global transportation, theatre tickets and other special arrangements.
Books approximately 20 VIP reservations per month.
Daily communication with Chairman’s assistants § Coordinates with external vendors to obtain bids for large volume projects (premiums & gifts) office equipment & supplies § Receives and assists with heavy email volume, answering routine questions pertaining to registration of special events, and various communication requests.
§ Opens, sorts, prioritizes and distributes incoming communications, shipments, and responds to routine requests § Coordinates Leader’s active & often rapidly changing calendar § Assists with onsite meetings when required.
ORGANIZATIONAL/CULTURAL ASTUTENESS § Johnson & Johnson organizational structure knowledge is required Decision Making § Highly organized with the ability to meet multiple concurrent deadlines § Ability to provide outstanding customer service and remain professional at all times § Exercises independent discretion and judgment, and solves moderately complex problems § Must be able to think and respond quickly to offer solutions to problems/issues in an efficient manner § Performs administrative duties requiring autonomy in making decisions independently Technical Competency § All Microsoft Office Applications, CTO (Corporate Travel online), Ariba, GXRS, Aravo, Totality, ELMO Qualifications § A Minimum of a High school diploma is required.
§ A minimum of 7 years of administrative support experience working with high levels of management with significant computer literacy is required.
§ All Microsoft Office Applications, such as CTO (Corporate Travel online), Ariba, GXRS, Aravo, Totality, ELMO is required § Extensive travel background/experience is preferred.
§ Knowledge of Johnson & Johnson organizational structure is required