Sr. 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:

Spring House, Pennsylvania, United States of America

Job Description:

We are searching for the best talent for Senior Administrative Assistant in Spring House, PA. This position may require up to 10% travel.

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

As a Senior Administrative Assistant, you will provide administrative support to the Vice President of DTMP at JJIM with limited supervision. This role requires the ability to build business relationships with key individuals throughout organization. Work both independently and as part of a dynamic team, handling tasks with efficiency, proactivity, and professionalism. The Senior Administrative Assistant will be responsible for managing a variety of administrative tasks, special projects, and meetings while maintaining excellent communication and interpersonal skills. The individual must possess sound judgment, discretion, and the ability to independently assess and resolve complex situations. This role requires agility to swiftly handle shifting priorities and demands.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Includes the following: additional duties may be assigned as needed):

• Calendar Administration:
  • Provide proactive and efficient calendar management for DTMP Vice President, ensuring optimal time management and prioritization.
  • Schedule and coordinate virtual and in-person meetings, reserving conference rooms, arranging A/V technicians and ensuring seamless meeting execution.
  • Handle catering arrangements, regularly update meeting agendas, and proactively resolve scheduling conflicts to maintain smooth operations.

• Event & Meeting Coordination:
  • Plan, organize, and coordinate meetings involving external speakers, consultants, and committee members, ensuring all logistics are professionally managed.
  • Oversee venue selection, catering, A/V needs, and travel/lodging arrangements for internal and external participants, ensuring a seamless experience.
  • Prepare detailed meeting agendas, materials, and distribute them in a timely manner to ensure productive and focused sessions.

• Travel Coordination:
  • Arrange both domestic and international travel for DTMP Vice President using the Corporate Travel Online system, adhering to the organization's Travel Policy and ensuring travel logistics are seamless.
  • Prepare, review, and submit expense reports and reimbursement requests, ensuring accuracy and compliance with travel policies and procedures.

• Interview Coordination:
  • Organize candidate interview schedules.
  • Handle travel, lodging, and transportation arrangements for candidates.

• New Hire Onboarding:
  • Manage and coordinate VP’s direct report new hires onboarding activities, including preparing and distributing announcements, ensuring a smooth transition for new employees.

• Organizational Charts and Contact Lists:
  • Maintain and regularly update department organizational charts and contact telephone lists to ensure accurate and accessible information.

• Office Supplies & Procurement:
  • Manage office supply orders using the Ariba buyer system/eMarketplace.

• Advanced Administrative Duties:
  • Perform advanced administrative responsibilities requiring sound judgment, discretion, and the abilit