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As guided by Our Credo, Johnson & Johnson is responsible to our employees who work with us throughout the world. We provide an inclusive work environment where each person is considered as an individual. At Johnson & Johnson, we respect the diversity and dignity of our employees and recognize their merit.

Job Function:

Business Support

Job Sub Function:

Administration & Secretarial

Job Category:

Business Enablement/Support

All Job Posting Locations:

Porto Salvo, Portugal

Job Description:

Job Description: Administrative & Operations Coordinator – Surgery

The Administrative & Operations Coordinator – Surgery provides high-quality administrative, operational, and coordination support to the Surgery Business Unit in Portugal, including direct support to the General Manager of Surgery. This role combines executive-level agenda coordination, stakeholder management, confidential information handling, meeting and event support, travel coordination, purchasing processes, budget tracking, promotional materials, supplier coordination, and compliance-related documentation.

The ideal candidate is experienced, proactive, highly organized, and able to anticipate needs, simplify complex schedules and processes, manage sensitive information with discretion, and enable the General Manager and Surgery leadership team to focus on strategic business priorities. The role acts as a key operational partner for Sales, Marketing, Finance, Health Care Compliance, and external stakeholders, helping the business execute with discipline, accuracy, and urgency while ensuring alignment with Johnson & Johnson policies, Our Credo, Health Care Compliance requirements, and local regulatory obligations.

Key Responsibilities

Administrative & General Manager Support

• Provide day-to-day administrative and operational support to the General Manager of Surgery, including agenda coordination, meeting preparation, follow-up of key actions, and support with business priorities.
• Manage the General Manager’s calendar, prioritizing meetings, resolving conflicts, protecting focus time, and ensuring the right balance between strategic priorities and operational commitments.
• Coordinate domestic and international travel, including itineraries, logistics, visas when applicable, last-minute changes, and risk mitigation.
• Prepare, edit, and distribute executive-level communications, presentations, briefing notes, board or leadership meeting materials, and concise summaries of complex information.
• Coordinate internal meetings, leadership routines, business reviews, workshops, partner visits, and team events, ensuring appropriate logistics, agenda preparation, documentation, minutes, and timely follow-up on action items.
• Act as a reliable point of contact for internal and external stakeholders, demonstrating professionalism, responsiveness, discretion, and appropriate prioritization.
• Handle confidential and sensitive information with absolute discretion, integrity, and strong awareness of data protection requirements.
• Support expense reporting, basic budgeting activities, vendor liaison, and other operational needs related to the executive office and Surgery business operations.

Events, Congresses & Training Coordination

• Organize and coordinate promotional scientific events, congresses, internal trainings, Commed sessions, and product trainings, from planning to execution.
• Open and manage Health Care Compliance processes for events, congresses, and internal training activities, ensuring complete documentation and process adherence.
• Coordinate contracts, sponsorship documentation, purchase orders, logistics, venues, materials, and supplier interactions related to events and educational activities.
• Contact external organizations, congress organizers, vendors, and service providers to support the preparation and execution of events.
• Ensure timely reporting of applicable events and congresses to INFARMED, in partnership with relevant internal stakeholders.

Purchasing, Finance & Budget Operations

• Manage purchasing activities in E-Marketplace and Acrew, including creation and follow-up of purchase orders for sponsorships, displays, TravelStore, technical services, and annual service agreements.
• Support supplier onboarding and vendor creation processes, ensuring compliance with internal procedures.
• Manage and update financial information in Lynx and support monthly accrual updates.
• Support CAPEX/fixed asset opening processes and equipment-related workflows, including Gcraft/POLOS processes.
• Track and control A&P budget and costs, providing accurate information to support business planning and decision-making.

Promotional Materials & Business Operations

• Coordinate promotional and training materials for events and activities, including reservation, shipment, booth materials, furniture, folders, roll-ups, displays, and merchandising materials.
• Partner with Marketing and suppliers to develop and submit promotional materials in line with business needs and approval processes.
• Maintain operational trackers and documentation to ensure visibility on materials, event status, budget usage, and pending actions.
• Implement and continuously improve office processes, coordination routines, tracking tools, and systems to increase executive and business efficiency.

Key Competencies

• Operational excellence: Strong ability to manage multiple processes, timelines, systems, and stakeholders with accuracy and discipline.
• Executive support and anticipation: Ability to anticipate leadership needs, protect focus time, prioritize effectively, and remove operational friction.
• Organization and planning: High level of structure, attention to detail, prioritization, and follow-through in a fast-moving environment.
• Stakeholder collaboration: Ability to work effectively with Sales, Marketing, Finance, HCC, suppliers, external organizations, senior stakeholders, and leadership teams.
• Communication skills: Clear, professional, and timely communication in Portuguese and English, both written and verbal; ability to synthesize complex information into concise summaries.
• Compliance mindset: Strong understanding of the importance of documentation, approvals, controls, transparency, data protection, and ethical business conduct.
• Problem solving: Proactive approach to anticipating issues, resolving operational barriers, and improving ways of working independently.
• Customer and business focus: Ability to understand business priorities and support execution in a practical, service-oriented manner.
• Confidentiality and discretion: Ability to handle sensitive business information and leadership support activities with professionalism, integrity, and trust.
• Adaptability: Comfortable operating in ambiguity, managing multiple concurrent priorities, and adapting quickly when business needs change.

Academic Background

• Bachelor’s degree or equivalent work experience required; degree or technical qualification in Business Administration, Management, Finance, Communication, Events Management, or a related field preferred.
• Additional training in project coordination, finance administration, compliance, procurement, executive assistance, data privacy, or event management is an advantage.

Experience

• 3–5+ years of experience in administrative support, executive assistance, business operations, event coordination, procurement, finance administration, or commercial support roles.
• Experience supporting senior leaders, General Managers, Managing Directors, board teams, or business units in a matrix organization is strongly preferred.
• Proven track record in complex calendar management, travel coordination, stakeholder engagement, meeting organization, action-item follow-up, and event execution.
• Experience in healthcare, pharmaceutical, medical devices, MedTech, or other regulated industries is preferred.
• Familiarity with data privacy, confidentiality, compliance, and documentation requirements in healthcare environments.
• Experience using purchasing, finance, reporting, collaboration, travel, expense, or event management systems is preferred; knowledge of E-Marketplace, Acrew, Lynx, Gcraft/POLOS, TravelStore, and related J&J systems is a plus.
• Advanced proficiency in Microsoft Office and collaboration tools, especially Outlook, Excel, PowerPoint, Word, Teams, video conferencing platforms, secure document sharing, and presentation software.
• Basic financial literacy for expense management, budget tracking, vendor follow-up, and accrual support.
• Fluency in of English required.

Tools & Technologies

The role requires advanced use of calendar and email platforms, Microsoft Office and collaboration suites, video conferencing tools, secure document sharing platforms, expense tools, purchasing and finance systems, travel booking platforms, and other company-specific systems. The candidate should be comfortable learning new tools and adapting quickly to J&J processes and technologies.

J&J C.E.O. Mindset Expectations

The Administrative & Operations Coordinator – Surgery is expected to be the C.E.O. of their own work, demonstrating ownership, discipline, and continuous improvement in daily execution.

• Compete: Focus on what matters most for patients, customers, and the Surgery business; prioritize activities that enable business impact while acting with integrity and compliance.
• Execute: Deliver with discipline, urgency, and accountability; clarify ownership, follow through on commitments, and use facts, data, and transparent tracking to support decisions.
• Optimize: Continuously improve how work gets done; simplify processes, remove unnecessary complexity, learn from experience, and contribute ideas that increase efficiency and quality.

Johnson & Johnson Leadership Behaviors & Credo Alignment

• Demonstrates the highest standards of quality, compliance, ethics, and accountability.
• Builds trusted relationships and collaborates across functions with openness and respect.
• Seeks and incorporates diverse perspectives to improve outcomes.
• Acts with ownership, resilience, and a strong sense of responsibility for business results.
• Communicates directly, constructively, and professionally, aligned with the J&J Direct approach.
• Supports an inclusive environment where colleagues feel respected, valued, and empowered to contribute.

Working Environment

This role is based in Portugal and supports the Surgery Business Unit within Johnson & Johnson MedTech, including close support to the General Manager of Surgery. The position requires regular collaboration with internal teams, senior leaders, external stakeholders, suppliers, and partners, and may require flexibility to support meetings, events, congresses, travel arrangements, partner visits, and urgent business priorities when needed.

Disclaimer

This job description is intended to describe the general nature and level of work performed by employees assigned to this role. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required. Responsibilities may evolve based on business needs, organizational priorities, and applicable Johnson & Johnson policies.

Required Skills:

Preferred Skills:

Accountability, Administrative Support, Business Writing, Communication, Customer Centricity, Data Capturing, Diary Management, Document Management, Event Management, Microsoft Office, Office Administration, Organizational Knowledge, Organizing, Presentation Development, Process Oriented, Professional Ethics, Travel Planning, Typing

The anticipated base pay range for this position is:

€23,100.00 - €37,030.00

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.