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:

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

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/.

We are searching for the best talent for a Sr. Administrative Assistant to be in SpringHouse, PA. This position may require up to 10% travel.

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.

Role Summary

As a Senior Administrative Assistant, you will provide administrative support to the Vice President of In Silico Discovery (ISD) at JJIM with limited supervision. This role requires the ability to build business relationships with key individuals throughout the 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 ISD 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 ISD 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 ability to independently assess and address complex situations.

• Maintain the highest standards of professionalism, confidentiality, and organization in executing administrative functions that are critical to the success of the department.

Systems Knowledge & Use:

Extensive use of JJIM internal systems such as:

• Concur Expense Reporting & Travel Online

• Zoom and Zoom Webinars

• Microsoft Suite

• J&J Enterprise Tools (eMarketplace, SharePoint, IRIS etc.)

Qualifications:

• A minimum of a high school diploma is required; an Associate's degree is preferred.

• At least 5 years of administrative experience is required.

• Additional training or certifications related to administration are preferred.

• Experience providing support to multiple individuals at various organizational levels is required.

• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, etc.) is required.

• Experience coordinating daily calendars for management, scheduling meetings, organizing offsite meetings, managing domestic and international travel, and preparing PowerPoint presentations is preferred.

• Must present themselves in a professional manner, with strong attention to detail and excellent organizational skills.

• Demonstrated ability to perform administrative and organizational tasks effectively, along with strong verbal and written communication skills, and a solid understanding of corporate organization and procedures is required.

• Proven track record of maintaining confidentiality, attention to detail, and professionalism, while working in a fast-paced, multicultural, and international environment is essential.

• This position is based in Spring House, PA and will require up to 10% travel.

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,  external applicants please contact us via https://www.jnj.com/contact-us/careers.  Internal employees contact AskGS to be directed to your accommodation resource.

#LI-Hybrid

Required Skills:

Preferred Skills:

Accountability, Administrative Support, Business Writing, Communication, Customer Centricity, Data Capturing, Diary Management, Document Management, Event Management, Microsoft Office, Office Administration, Organizational Knowledge, Organizing, Presentation Development, Process Oriented, Professional Ethics, Travel Planning, Typing