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 Administrative Assistant in New Brunswick, NJ.

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.

About Innovative Medicine

Our expertise in Innovative Medicine is informed and inspired by patients, whose insights fuel our science-based advancements. Visionaries like you work on teams that save lives by developing the medicines of tomorrow.

Join us in developing treatments, finding cures, and pioneering the path from lab to life while championing patients every step of the way.

Learn more at https://www.jnj.com/innovative-medicine

In this position you will provide outstanding administrative support and assistance to one Vice President and multiple Senior Directors as well as Directors, 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 fully aware of and current with the supervisors’ responsibilities.
• Communicate effectively and with discretion with internal and external partners at all levels, including on confidential and critical matters.

Key responsibilities:

Perform administrative tasks for Vice President, Senior Directors, Directors and the entire SOSS team (~40 heads), as requested, including:

• Calendar & Meeting Administration: proactively and thoughtfully manage Vice President’s and Senior Directors’ / Directors’ calendars and contacts in MS Outlook; schedule business-related meetings/conferences including web-based Zoom and 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 handle logistics of all 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 contracts with outside consultants and vendors, submit purchase orders and/or check requisitions (Health Care Compliance GO-EX, International Contracts Database, eMarketplace) as needed, in compliance with J&J company policies.
• Document Preparation & Maintenance: draft correspondence, and/or memos as needed. 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).
• Project Management: track deliverables, due dates and ensure follow-up as needed on projects and assignments.
• Team Culture: assist with planning and executing team culture events, such as offsites, team meetings, celebrations and CREDO activities.

Qualifications:

• A High School diploma is required
• A minimum of 4 years of previous administrative support experience is required
• Demonstrate flexibility and the ability to independently handle 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 is required.
• Must be able to think analytically, exercise sound judgment