Executive Administrative Assistant

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

Job Function:

Business Support

Job Sub Function:

Administration & Secretarial

Job Category:

Business Enablement/Support

All Job Posting Locations:

New Brunswick, New Jersey, United States of America

Job Description:

We are searching for the best talent for an Executive Administrative Assistant to support the Vice President, Global Head of Social Impact & Partnerships in New Brunswick, NJ. This position may require up to 10% travel.

Per our J&J Flex Policy, the expectation for this position is to work in the office 3-4 days per week and work from home 1-2 days per week.

In support of the VP, Global Head of Social Impact & Partnerships and the wider team, the Executive Administrative Assistant displays strong leadership and project management skills, with the ability to operate in a varied, deadline driven, and global environment.

This office is in regular contact with senior management within and outside of Johnson & Johnson. Must be capable of interacting with staff and senior level business partners from regions throughout the world.

Under minimal supervision, the Executive Administrative Assistant performs advanced administrative responsibilities, i.e., maintains complex and fluid calendars; executes rigorous follow-up by ensuring issues are resolved and projects completed, prepares documents.  

The candidate must demonstrate initiative to follow up on relevant day-to-day activities while keeping manager informed of project status and next steps.

RESPONSIBILITIES/PRINCIPAL DUTIES (Essential Functions)

Executive Support

• The Executive Administrative Assistant provides full-time support to the VP, Global Social Impact & Partnerships.  
• Must possess the ability to anticipate executive needs and collect/prepare information for executive review and action; provides supervisor with reminders of upcoming events and project-related deadlines; maintains active list of follow up and action items on behalf of the VP.
• Manages active and often rapidly changing executive calendar.
• Coordinates and schedules live meetings via Zoom and Teams. Coordinates team events and off-site meetings; coordinates room assignments; prepares meeting agendas and materials.
• Manages complicated travel arrangements: flights, cars, hotels, etc and keeps track of receipts and submits expense reports on a monthly basis.
• Helps gather agenda items and pre-read documents for distribution ahead of team meetings. 

New Hire Onboarding

Onboards new team hires by coordinating new hire badge retrieval, parking barcodes; trains new hires on J&J specific sites like Concur, JJEDS, Home, eMarketplace, etc; orders laptops, Amex cards; sets up Concur profiles; orders mobile phones and upgrades mobile plans as needed; works with IT and J&J Ergonomics to ensure offices are set up properly; coordinate with GHE operations lead to support onboarded decks and materials specific to the employee. 

Overall Team Support

Candidate ensures the team’s organizational charts and email distribution lists are up to date at all times; liaises with external visitors to get them signed in and access to WHQ facilities; orders supplies through eMarketplace; organizes team offsites, LT meetings, team building events and volunteer opportunities as needed.

Project Support

A team player, the Executive Assistant, helps implement projects to support Global Health Equity, as needed; Creates schedules and project timelines. Tracks deliverables and monitors and reports on project progress. Evaluates and assesses result of projects.

Requirements:

• A minimum of a high school diploma is required.
• A minimum of 8 years of experience supporting senior management is required.
• Skills in J&J systems (Workday, OurSource, eMarketplace, Concur, Zoom and Teams) preferred.
• Strong knowledge of technology a plus (PPT, Excel, Sharep