Executive Assistant 3 rd European Conference 2019 Michele

Executive Assistant 3 rd European Conference 2019 Michele Immers Sr. Management Assistant and Team Lead 2 April 2019

2 Key actions to successful cooperation between assistants How to operate your time working together

Janssen Vaccines & Prevention B. V. Ebola RSV HIV Bacterial infections Leiden, The Netherlands 3

4 Consumer Medical Devices Pharmaceutical

My story • Speech therapist, data manager cancer patients • 2000 Sr. management assistant • 2014 manager of the admin group 5

Challenges • Deadlines • Too much or not enough work • Holidays, giving extra workload • Not knowing how to write/evaluate goals and objectives 6

Functional Home Inventory of challenges • Job worry (content and function) • Admin’s expertise not used to the fullest • Setting goals & objectives (G&O) • Need for: • more support • more specialized knowledge about systems • “one point” for information 7

Actions team lead • • Offices near each other Back-up Team meeting every week Setting G&O Organizational chart and distribution lists Workload solutions Title 8

FH team actions: process solutions • Creating visibility in the company • Working efficiently • Lean 9

Share. Point for FH 10

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Onboarding process 12

Welcome email 13

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Offboarding process 15

Exit email 16

Introduction training Presentations processes Training Getting Safety & Security to know other newcomers Sightseeing Finding about departments and tour Janssen buildings your way with tools & links 17

General office supplies 18

Experts in (new) systems • Training together • Training individual and sharing • Training 2 experts (champions) and sharing 19

Compliance 20

Besides the WHAT - HOW Great things in business are never done by one person They’re done by a team of people 21

The Functional Home 22

And now…. . 23

Key Actions - WHAT • • Know the other admins in your company Connect via regular meetings, formal and informal Set up one point for information (MS teams, sharepoint) Set up an admins’ distribution list Set up a back-up system and discuss how & what Identify the system experts Suggest process improvements 24

Key Actions - HOW • Stimulate effective communication • Act responsible and accountable for your own actions • Share best practices and learn • Give structural feedback 25

26 More ies ibilit poss e y rol in m rding acco s& need y m to ts talen ncy ara sp ran T in ive ens Ext k wor net es & niti u t r s o opp raining t ce e Mor alan fe b k/li wor los re si o m No ing coon o c r o ow fo fl n i t ien Effic & lity xibi e l f e Mor ad rklo s o W tion solu rtise expe g in shar ent es o pr t y t ni ortu ideas Opp and ls in skil t w ne en elop onm dev e envir saf

Win - Win Assistants craft their job towards 2020 and beyond Managers receive higher business value support