Sr. Administrative Assistant (CASUAL PART TIME)

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:

Washington, District of Columbia, United States of America

Job Description:

Johnson & Johnson is recruiting for a (Casual Part Time) Sr. Administrative Assistant located in Washington, DC. This position will work 19.5 hours per week.

This role will operate under the direct supervision of Johnson & Johnson Senior Director, National Policy and Advocacy providing administrative support to Senior Director, US National Policy and Advocacy and the Senior Director, U.S. Health Policy.

Basic Responsibilities:

The Senior Administrative Assistant will provide administrative support to at least two (2) senior directors/directors within the Johnson & Johnson North America Innovative Medicine and will be responsible to:

• Know and adhere to the Johnson & Johnson Code of Business Conduct and all other requirements relevant to the role and demonstrate behaviors consistent with Our Credo values.
• Be the public face of the directors you support, and represent them, our IM US Operations Department, and the Company professionally and effectively in all interactions.
• Be fully aware of and current with the supervisors’ responsibilities.
• Communicate effectively with internal and external partners at all levels, including on confidential and critical matters.

Perform administrative tasks for directors, as requested, including:

• Calendar Administration: proactively and thoughtfully manage directors’ calendars and contacts in MS Outlook; schedule business-related meetings/conferences including web-based or Global Connect, Zoom, Microsoft Teams; coordinate availability with attendees; reserve conference rooms; verify and arrange for needed A/V equipment; organize food/catering arrangements; and proactively resolve meeting conflicts.
• Travel Coordination: organize thoughtful and efficient business-related domestic and international travel and manage logistics of travel-related activities (flight, hotel and transportation)—including application for travel visas.
• Business Expense Reporting: collect receipts, enter expenses into expense reporting system (Concur) and maintain documentation for submitted expenses in compliance with J&J company policies.
• Procurement: Assist with preparation of agreements and contracts with outside consultants and vendors, submit purchase orders and/or check requisitions (Health Care Compliance GO-EX, International Contracts Database, eMarketplace) in compliance with J&J company policies.
• Answer phones, direct inquiries and ensure back-up coverage for the directors you support, when needed.
• Deliver an excellent visiting experience to visitors.
• Document Preparation & Maintenance:  Draft memorandums, correspondence, and/or presentations as needed. Critically review and proofread documents. Appropriately handle documents and matters of a highly confidential nature with discretion. Coordinate electronic file management of documents to ensure version control and organization of files (Microsoft Teams, SharePoint).
• Maintain Client Relationship Manager (CRM) updates for leaders.
• Demonstrate flexibility and the ability to independently manage and respond to multiple priorities and shifting demands while maintaining the sense of urgency and intensity that the office requires.
• Proven ability to communicate effectively and articulately with all levels of the organization. Think analytically, exercise sound judgment and discretion. Assemble relevant data, compile statistics or information as directed.
• Project Management: Track deliverables, due dates and ensure follow-up as needed on projects and assignments.
• Master use of all technology associated with your support of the leaders’ roles.
• Able to handle a workload that may involve critical deadlines.
• Demonstrate strong attention to detail and follow-through on all assigned tasks.
• Build and maintain effect