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:

Raritan, New Jersey, United States of America

Job Description:

We are searching for the best talent for a Sr. Administrative Assistant to support our Global Regulatory Affairs team in Raritan, 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

Responsibilities:

• Complex Calendar Coordination: Manage complex calendar scheduling and arrange meetings with internal and external partners, utilizing prioritization skills to resolve conflicts.
• Meeting Logistics: Partner closely with leaders to organize both virtual and in-person team meetings. Provide logistical support, including technology setup, meals, room arrangement, agendas, and meeting materials/presentations. Offer onsite support as needed by coordinating with speakers and sourcing locations.
• Support Townhalls and Forums: Assist in planning and executing Townhalls or large group forums.
• Department Activities: Handle various department-specific activities in a proactive manner.
• Travel Coordination: Arrange international and domestic travel through Concur/AMEX Business Travel, preparing detailed itineraries and managing passport and visa applications/renewals as necessary.
• Expense Report Processing: Manage complex expense reports and ensure credit card balances, including meeting card accounts, are reconciled monthly for senior leaders and during complex international travel.
• Organizational Management: Own and update organizational charts and Outlook distribution lists.
• Communicate effectively with internal/external partners at all organizational levels.
• Professional Standards: Maintain high standards of professionalism, efficiency, personal communication, discretion, and independent judgment.
• File and Document Management: Independently manage complex files (administration and content) for directors and above. Assist in the creation of presentation materials and handouts for meetings. Archive department documents according to established guidelines and procedures.
• Administrative Guidance: Provide guidance on administrative tasks for the global department as needed, including researching J&J policies (e.g., travel and expense, Purchase Order aCREW process, new hire onboarding).
• Purchase Order Processing: Handle purchase order processing for Directors and above and monitor the financial administration of the department, including initiating and following up on complex purchase orders and presenting expenditure overviews.
• IT Training and Systems Use: Stay updated with IT-related training for various systems and features (e.g., Zoom, Teams) and perform administrative functions in various systems (HR systems, training platforms, time management systems, sourcing tools). Administration and maintenance of the department(s’) SharePoint site(s)
• Recruitment and Onboarding Support: Assist in recruitment and onboarding activities for new employees and contractors, as well as facilitate offboarding processes.
• Department Communication: Manage communication and correspondence for the department's hierarchy and employees.

Qualifi