1. Executive Assistant 3rd 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

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

4. Consumer
Medical Devices
Pharmaceutical

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

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

7. 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

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

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

10. SharePoint for FH

12. Onboarding process

13. Welcome

15. Offboarding process

16. Exit

17. 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

18. General office supplies

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

20. Compliance

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

22. The Functional Home

23. And now…..

24. 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

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

26. 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

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