Johnson & Johnson is recruiting for an Executive Administrative Assistant located in Spring House, 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.
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/.
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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.
We know that the success of our business - and our ability to deliver meaningful solutions - depends on how well we understand and meet the diverse needs of the communities we serve. Which is why we foster a culture of inclusion and belonging where all perspectives, abilities and experiences are valued and our people can reach their potential.
At Johnson & Johnson, we all belong.
The Executive Administrative Assistant will provide executive support to Head of Quantitative Sciences & Clinical Pharmacology (QSCP), Statistics & Decision Sciences (SDS) senior leaders and the leader's respective therapeutic or functional area within SDS according to the SDS Administrative Network's Service Level Agreement (SLA). The primary responsibilities may include handling complex calendars, planning and running division/department/team meeting logistics, completing and submitting expense reports, arranging travels, and supporting various administrative processes.
This role requires exceptional organizational skills, attention to detail, and the ability to independently complete tasks that are typically not routine, ensuring accuracy, timeliness, and quality of deliverables and maintaining high standards of professionalism, efficiency, personal communication, discretion, and independent judgment. This role will also provide guidance, best practices, and mentorship to other SDS Administrative Network members and identify improvements for efficient administrative processes.
Principal Responsibilities:
- Provides effective administrative support, including complex calendar management, travel arrangements, large meeting coordination, contracting and purchase order management
- Manages meeting logistics, including agenda and meeting materials for SDS Leadership Team meetings
- Plans and coordinates all aspects of logistics for both physical and virtual global division and department meetings, celebrations, and external meetings
- Manages multiple tasks and internal stakeholders effectively
- Maintains organizational charts and electronic distribution lists for responsible teams
- Creates, contributes, and maintains content of knowledge management and communication platforms such as SharePoint, Viva Engage, etc.
- Schedules and coordinates candidate interviews. Coordinates activities related to hiring, onboarding, and offboarding of staff, including provision of office space, phone, laptop, network access, etc.
- Orders office supplies and assists with copying or mailing of key documents as needed
- Coordinates sponsorships and charitable contributions to SDS-LT approved organizations
- Greets and assists visitors, including visitor registration as needed.
- Provides support or serves as a backup to other functions within Quantitative Sciences & Clinical Pharmacology (QSCP) or Global Development (GD) located at the same campus and to other campuses as needed.
- Represents Strategy & Business Operations and occasionally Statistics & Decision Sciences on cross-functional and inter-departmental teams or working groups.
Key Behaviors
- Accountable for quality and timeliness of the deliverables, as assessed by stakeholders such as the SDS Leadership team and cross-functional leaders and peers
- Proactive and has a strong sense of urgency, while maintaining a high degree of professionalism even under time-sensitive or stressful circumstances
- Has strong problem-solving and organizational skills along with flexibility, adaptability, excellent judgment, and reasoning abilities
- Demonstrates good written, oral presentation, and interpersonal communication skills
- Serves as a key contributor and a strong team player who can coordinate well and sometimes lead other administrative staff
- Works effectively with SDS colleagues and with external sourced partners. Collaborates cross-functionally to identify and resolve issues. Cultivates internal, cross-functional and cross-cultural partnerships and external relationships to achieve results with a focus on improving communication, efficiency, and productivity.
- Exhibits learning agility, keeping abreast of the organization's direction and stakeholders, as well as new/emerging IT and administrative capabilities
- Effectively handles sensitive and confidential information and documents
- Complies with organization and company standard operating procedures in a timely fashion, such as training compliance and project time accounting
- Demonstrates Johnson & Johnson's Leadership Imperatives and Credo
Qualifications
Education and Experience Requirements:
- A high school diploma is required. A Bachelor's degree in a scientific discipline or general management is preferred.
- A minimum of 5 years of advanced administrative/secretarial experience is required. Executive level support of a VP+ level in a global organization is strongly preferred.
- Proven performance, practical knowledge in administrative support, and effective partnership with stakeholders at all levels in a global matrix environment in the pharmaceutical industry
- Practical experience with operating and communication platforms (e.g. SharePoint, Viva Engage, MS Teams, Global Connect, eMarketPlace, Concur, Workday, Our Source)
- Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook, Visio, OneNote)
- Excellent written, oral, presentation, and interpersonal communication skills. Able to independently draft and edit executive meeting agendas, departmental communication messages, and presentations when needed.
- Proactive and able to work independently with minimal supervision in interdisciplinary contexts and across teams. Excellent time management and prioritization skills.
- Flexibility in working hours is occasionally required to effectively support global teams
Other:
- Ability to travel between J&J sites both domestic and international at least 10% is required.
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.