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

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

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

Consumer Medical Devices Pharmaceutical

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

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

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

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

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

SharePoint for FH

Onboarding process

Welcome email

Offboarding process

Exit email

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

General office supplies

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

Compliance

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

The Functional Home

And now…..

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

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

Opportunity to present ideas and develop new skills in safe environment Transparancy in opportunities & trainings More flexibility Workload solutions No more silos or cocooning Efficient info flow & expertise sharing More work/life balance More possibilities in my role according to my needs & talents Extensive network

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