AddressDescription
Johnson & Johnson is recruiting for an Executive Administrative Assistant in Spring House, PA.
Per our J&J Flex Policy, the expectation for this position is to work in office 3-4 days per week and work from home 1-2 days per week.
At Johnson & Johnson, we believe health is everything. Our strength in healthcare innovation empowers us to build a world where complex diseases are prevented, treated, and cured, where treatments are smarter and less invasive, and solutions are personal. Through our expertise in Innovative Medicine and MedTech, we are uniquely positioned to innovate across the full spectrum of healthcare solutions today to deliver the breakthroughs of tomorrow, and profoundly impact health for humanity. Learn more at https://www.jnj.com/.
The Executive Administrative Assistant will be responsible for providing administrative support to the VP Global Strategic Business Operations and perform administrative and contracting activities for the broader Communicable Diseases department. This position will be the backup for the Executive Administrative Assistant role supporting the Head of Communicable Diseases and Business Operations.
The Executive Administrative Assistant will:
- Establishes and maintains support systems for structuring priorities necessary to the Executive
- Assist in managing the executives schedule to include scheduling meetings and appointments as well as domestic/international business trip logistics and itinerary.
- Planning and coordinating global department meetings, celebrations, and outside meetings.
- Coordinates and assists in developing associated business reports and prepares communication, presentations.
- Organizes files, performs data entry and analyzes data, and maintains accurate records.
- Supporting other departments based on instructions, arranging and preparing company-wide events.
- Acts as liaison with other departments and outside agencies, including senior level management.
- Manages expense reimbursement
- Ordering of office supplies using Ariba buyer system
- Supports associated with expats (such as providing cultural understanding, emergency support for family, act as liaison between expat and local employees)
- This person will interact with various levels of management on a day-to-day basis, handling very confidential documents and materials.
- Supporting candidate interviews and new hires where applicable: interview schedule, logistics, travel arrangements, on boarding and relocation support
- Contact management: keeping contact lists (e.g. email distribution lists) and org charts up to date.
- Contract preparation and execution: CDA, new vendors, HCC Compliance Document, PO and Invoice Processing, Payment and Accruals, HCC Related Payments
- Collection and storage of non-JRD (external) training records for departmental members
- Extensive knowledge of J&J IM internal systems and applications:
- SharePoint/MS Teams
- Service Order Requests using SRM tool
- On-site catering services
- Videoconference and Document sharing services (Zoom/Teams)
- Corporate Travel Online/Concur
Qualifications
- A minimum of a high school diploma is required. An Associate's Degree is preferred, an advanced secretarial certification is a plus.
- 8 years or more of working experience in a global organization as assistant to executive is required.
- Experience working with procurement, HR, travel systems and expense reporting systems is preferred.
- Strong organizational skills and demonstrated ability to prioritize multiple projects and meet deadlines.
- Customer and employee focused and able to work under minimal supervision is required.
- Strong computer skills working with Microsoft office programs (Word, Excel, PowerPoint, Outlook, etc.) is required.
- Excellent verbal and written communication skills, with exceptional interpersonal skills required.
- Attention to details and good judgment to solve problems regarding project, department or division-related work is required.
- Ability to be proactive and make suggestions to benefit the relationships with others, meetings, and the organization as a whole is required.
- Demonstrated experience in working in a highly matrixed global organization is required.
- Comfortable with ambiguity and adapt to changing business needs and priorities is required.
Johnson & Johnson is an Affirmative Action and Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, or protected veteran status and will not be discriminated against on the basis of disability.
