Sr. Executive 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 a Senior Executive Administrative Assistant to support our Vice President, Supply Chain, Innovative Medicine in New Brunswick, NJ.

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

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.

The Senior Executive Administrative Assistant will play a pivotal role in supporting the Vice President, Supply Chain, Innovative Medicine, delivering comprehensive global administrative assistance to this highly visible and dynamic leader. As an individual contributor, this position is characterized by its non-routine tasks and the ability to guide and influence others, ensuring the accuracy, timeliness, and quality of deliverables. This role upholds the highest standards of professionalism, communication, and discretion while providing constructive feedback to enhance the effectiveness of the administrative function. As this role supports an executive leading a global organization, strong coordination and familiarity with global travel, complex meeting demands, and effective calendar management are critical.

In this role, the Senior Executive Administrative Assistant will support in coordinating assignments and supporting team execution to ensure that all tasks meet required standards. Effective communication is essential, as the individual will interact with employees, management, external business contacts, and vendors in a courteous and professional manner. This position also requires prioritizing tasks and determining appropriate actions regarding executive matters, enhancing the overall efficiency of the team and leadership. This role requires a strong understanding of planning global, offsite meetings and Global Town Halls while working closely with the Communications team. Additionally, the Senior Executive Administrative Assistant will serve as point person for the global community of IMSC administrative assistants.

Moreover, the Senior Executive Administrative Assistant will facilitate the executive's capacity to lead the organization by processing vital data, preparing materials for meetings, and correspondence. This includes the development of documentation in various digital formats, such as correspondence and presentation materials. By embodying Johnson & Johnson’s Leadership Imperatives and Credo, this role will contribute significantly to the organization’s strategic goals and initiatives.

Major Duties & Responsibilities

• Exercising discretion and independent judgment on key issues while assisting the executive with the execution of daily activities, including handling their complex and dynamic global calendar and related logistics, coordinating domestic and international travel, and processing expense reports.
• Manages and schedules meetings and appointments for executive’s participation, as well as providing onsite coordination, technical support, and tracking of action items.
• Field incoming requests; exercise strong judgment and discretion with highly confidential information interacting with top-level contacts on highly sensitive information, necessitating considerable use of tact, reasoning skills and diplomacy, and communicating and interacting with internal stakeholders, external customers, internal and external partners, media and vendors.
• Anticipate the executive’s needs and proactively assemble the appropriate people and resources to solve problems.
• Manage contacts for the executive, proactively understanding who they are, which have priority, and keep track of communication needed for priority contacts.
• Lead, drive and execute for various team events, town halls, offsite meetings, etc.
• Work cross-functionally to ensure communication is efficient and clear between teams.
• Prioritize assignments and tasks with minimal direction, with limited authority to delegate assignments and tasks as appropriate.
• May perform a variety of other administrative duties such as processing invoices, vouchers, purchase orders, human resources, and budgets.
• The Senior Executive Administrative Assistant will further take on the management of key projects with the goal of delivering every project on time, within budget and within scope.
• Provide onboarding for other administrative support (as needed). This could include training and coaching.
• Work to identify and implement organizational administrative efficiencies from a time and budget perspective.
• This role will include other duties as assigned.
  
  

Required Qualifications

• A minimum of a High School diploma is required. A bachelor’s Degree is preferred.
• A minimum of 10 years of executive administrative experience is required.
• An advanced secretarial certification is a plus.
• Excellent verbal and written communication skills, strong attention to detail, and outstanding interpersonal skills are required.
• Experience in leading and working with global leaders and global admin staff is required.
• Experience supporting a global, in-demand executive with a high volume of travel is required.
• Strong computer skills, including working with Microsoft Office suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint), Workday, Ariba, eMarketplace, Zoom, and travel and expense programs like Concur are required.
• Strong familiarity with complex global travel and visa/passport applications and renewals.
• Exceptional organizational skills and ability to readily shift and adapt to changing priorities and demands are required.
• Individual must be customer and employee focused, must have demonstrated ability to prioritize, and able to work under minimal supervision.
• Comfortable working across a global network, with leaders and assistants globally across multiple time zones.
  
  

Johnson & Johnson is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability, protected veteran status or other characteristics protected by federal, state or local law. We actively seek qualified candidates who are protected veterans and individuals with disabilities as defined under VEVRAA and Section 503 of the Rehabilitation Act.

Johnson & Johnson is committed to providing an interview process that is inclusive of our applicants’ needs. If you are an individual with a disability and would like to request an accommodation, please contact us via https://www.jnj.com/contact-us/careers or contact AskGS to be directed to your accommodation resource.

The anticipated base pay range for this position is :

$72,450 - $117,000

Additional Description For Pay Transparency

This position is overtime eligible. Subject to the terms of their respective plans, employees and/or eligible dependents are eligible to participate in the following Company sponsored employee benefit programs: medical, dental, vision, life insurance, short- and long-term disability, business accident insurance, and group legal insurance. Subject to the terms of their respective plans, employees are eligible to participate in the Company’s consolidated retirement plan (pension) and savings plan (401(k)). Subject to the terms of their respective policies and date of hire, Employees are eligible for the following time off benefits: Vacation –120 hours per calendar year Sick time - 40 hours per calendar year; for employees who reside in the State of Washington –56 hours per calendar year Holiday pay, including Floating Holidays –13 days per calendar year Work, Personal and Family Time - up to 40 hours per calendar year Parental Leave – 480 hours within one year of the birth/adoption/foster care of a child Condolence Leave – 30 days for an immediate family member: 5 days for an extended family member Caregiver Leave – 10 days Volunteer Leave – 4 days Military Spouse Time-Off – 80 hours Additional information can be found through the link below. https://www.careers.jnj.com/employee-benefits