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:

San Diego, California, United States of America

Job Description:

We are searching for the best talent for a Sr. Administrative Assistant to support our   Preclinical Science and Translational Safety (PSTS) team in La Jolla, CA.  

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

Key Aspects of Job Role:

Business Support (55%)

• Proactively manage the leader’s calendar with a focus on efficient time utilization and time conflict management, ensuring leader is appropriately prepared and represented at all forums
• Review priorities and flag high priority communications (emails and documentation/reviews) for timely and appropriate response/action; calendar worktime and provide draft responses proactively as possible
• Maintains org charts, site maps, & distributions lists
• Support critical activities in staff on-boarding or off-boarding (pre-screen, interviews, first line ambassadors to candidate) to assure candidates have optimal experience and positive view of Janssen
• Coordinate business itineraries and associated needs
• Schedule, coordinate, and track events including visitor meetings, all-staff meetings, and special events FAQ IT, Workday, Space Moves, Supplies
• Work closely with LT to manage and coordinate critical initiatives including budget review and planning, goals planning activities, strategic planning, talent management, and compliance review
• Manage internal/external training
• Troubleshoot challenges with travel and expense reports
• Conducts appropriate pre-work for group and cross-site group meetings (advanced agendas and pre-reads, appropriate distribution of meeting invitations, room reservation and readiness) for meetings the leader hosts
• Interpret and relay company policy information; keeps manager informed of any deviations that may require special attention and communication or approval
• Building strong relationships with Executive Assistants within the DPDS Organization to ensure efficient and effective teamwork fostering an atmosphere of engagement as well as with EAs of other management team members
• Interpret and relay company policy information; keeps manager informed of any deviations that may require special attention and communication or approval

Evolving Business Environment Champion (20%)

• Creates efficient and user-friendly templates for procedures, communications, reports, etc. (e.g. SharePoint and One Note)
• Uses the latest technology to solve business problems including mobile technology
• Identifies business process-improvement or efficiency idea opportunities
• Provide support for enabling near “paper-free environment” (One Note, Box, SharePoint)
• Conducts technology testing in business and office arena with intent to build skill set, make recommendations or teach others
• Serves as a resource to assure continuity of document repositories and adherence to retention/clean schedules

Communication Support (20%)

• Coordinate arrangement for and execute key tasks to effectively manage a variety of global business meetings utilizing Global connect and video technologies