Johnson & Johnson is recruiting for an Executive Administrative Assistant for the Global Head of Therapeutics Discovery, located in Spring House, PA.
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/.
For more than 130 years, diversity, equity & inclusion (DEI) has been a part of our cultural fabric at Johnson & Johnson and woven into how we do business every day. Rooted in Our Credo, the values of DEI fuel our pursuit to create a healthier, more equitable world. Our diverse workforce and culture of belonging accelerate innovation to solve the world's most pressing healthcare challenges.
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The Executive Administrative Assistant will be responsible for providing administrative support to the Global Head of Therapeutics Discovery.
This position will directly support all duties of the Head of Therapeutics Discovery, including but not limited to administrative executive support, planning and supporting department meetings and events, and support for internal/external forums/engagements.
To ensure the smooth function of the department, the preferred candidate for this role will have outstanding standards of professionalism and efficiency and will manage multiple tasks proactively and simultaneously with a highly organized approach. Excellent communication skills and discretion to handle sensitive information is required.
Key Responsibilities:
- Provide heavy calendar support; Manage a complex and changeable calendar, proactively using discretion to schedule, reschedule or respond appropriately to shifting priorities. Ability to make last-minute calendar changes, often making decisions without prior approval from assigned leaders.
- Proactively manage calendar appointments by inquiring for agenda/goal of meeting prior and acquire any pertinent materials beforehand to allow for proper preparation in advance of meeting. This includes booking appropriate conference rooms, arranging catering, setting up any audio/visual needs in meeting rooms, addressing Wi-Fi/technology needs and greeting/hosting visitors.
- Arrange and manage intricate domestic and international travel arrangements, prepare itineraries with complete door to door coverage of trips and manage expense reports following their completion.
- Respond to complex inquiries from all levels of employees, internal or external sources regarding a variety of questions pertaining to executive's current meetings, tasks and projects.
- Communicate regularly with senior management and their assistants within and outside Johnson & Johnson to provide or gather information, often of sensitive and confidential nature.
- Prepare and maintain documents of a highly confidential and sensitive nature.
- Verify with Strategy & Operations team and advise executive (weekly) when approvals/signatures are needed in various J&J systems - help navigate through the system: Our Source, eMarketplace, Workday, Inspire Awards, etc.
- Exercise independent judgment in establishing and proactively revising priorities within assigned responsibilities.
- Order/maintain office supplies and equipment, coordinate with IT and other departments to resolve any issues related to office equipment or technology.
- Support and schedule candidate interviews and coordinate new hires where applicable: interview schedule, logistics, travel arrangements, onboarding and relocation support.
- Coordination of internal and off-site meeting planning, any site-based projects, meetings or events in support of Executive's Spring House R&D site leader responsibilities and any ad-hoc projects or meetings as needed/requested.
- All other duties as assigned.
Qualifications
Education:
- A minimum of a high school diploma is required. An associate or bachelor's degree is preferred.
Experience and Skills:
- 6+ years of high-level (executive) administration experience is required.
- Demonstrated track record of providing support to senior leaders in a highly matrixed environment and ability to quickly onboard to understand structure and support services available at the company is required.
- Previous administrative experience supporting a head of a major corporate function is preferred.
- Global calendaring experience in a complex environment, understanding time zone impact to meetings and travel schedules is required.
- Self-starter, detail oriented with outstanding organizational skills are required.
- Proactive and possess the ability to plan ahead and drive execution of tasks/projects flawlessly is required.
- Excellent verbal and written communication skills, with exceptional interpersonal skills and ability to interact effectively with all levels of the organization is required.
- Discretion and professionalism to handle confidential information is required.
- Ability to work independently and as part of a team in a fast-paced environment is required.
- Comfortable with ambiguity and ability to adapt to changing business needs and priorities is required.
- Ability to be flexible and resourceful in a fast-paced and quick-changing business environment is required.
- Strong computer skills are required. In addition to all Microsoft products (including Outlook), will need to demonstrate an advanced level knowledge of purchasing, database (i.e., Workday), expense, travel (i.e., Concur) and other systems to work expediently and independently.
Other:
- This position may require up to 10% travel.
Johnson & Johnson is an Affirmative Action and 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, or protected veteran status and will not be discriminated against on the basis of disability.
For more information on how we support the whole health of our employees throughout their wellness, career and life journey, please visit www.careers.jnj.com.