Executive Administrative Assistant Job at J&J Family of Companies in Spring

Johnson and Johnson is currently seeking an Executive Administrative Assistant located onsite 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.

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 plays a crucial role in providing high-level administrative support to the Global Leadership Team of Therapeutics Development & Supply (TDS). This position requires the ability to manage complex administrative duties, respond effectively to shifting priorities, and engage with various internal and external stakeholders to ensure seamless operations.

Primary responsibilities:

1. Calendar and Meeting Management:

+ Manage a complex calendar for executives, prioritize meetings, and ensure maximum time effectiveness.

+ Anticipate and proactively prevent scheduling conflicts.

2. Travel and Expense Management:

+ Coordinate domestic and international travel arrangements for senior leaders.

+ Prepare and submit expense reports efficiently.

3. Administrative Support:

+ Execute general administrative duties, including PO creation, responding to routine inquiries, and maintaining confidential records.

+ Screen calls, draft correspondence for review, and follow up on delegated tasks.

4. Office and Project Management:

+ Ensure flawless office management for the Leadership Teams, addressing their needs regularly.

+ Collaborate with senior management and their teams to solve complex problems related to department or project initiatives.

+ Identify and implement process improvements for administrative processes.

5. Coordination and Collaboration:

+ Support onboarding and offboarding processes for employees, working closely with HR functions.

+ Facilitate the coordination of Leadership Team meetings, Town Halls, and other large gatherings.

6. Communication and Interpersonal Skills:

+ Exhibit excellent verbal and written communication skills

+ Build relationships with a customer and employee-focused approach, maintaining professionalism under pressure.

7. Technology Proficiency:

+ Utilize advanced skills in Microsoft Office Applications (Word, Excel, PowerPoint, Outlook) and other organizational software (e.g., Concur, Ariba, SharePoint).

+ Create and manage complex cross-departmental SharePoint sites and portals.

8. Mentorship and Leadership:

+ Provide guidance and support to peers in the Centralized Admin Network (CAN), fostering best practices and harmonizing administrative support across teams.

+ Act as a backup for other executive assistants within the CAN network.

9. Problem Solving and Decision Making:

+ Utilize sound judgment and discretion to independently assess and resolve complex situations or problems as they arise.

**Qualifications**

Education:

+ High school diploma required

+ College degree preferred

Required:

+ Minimum of 6 years of experience at the Executive Assistant level

+ Experience utilizing various database systems and preparing structured information in a presentable manner

+ Global calendaring experience in a complex matrix environment understanding time zone impacts to meetings and travel schedules

+ Strong organizational skills, written communication, interpersonal skills, and attention to detail

+ Ability to work under minimal supervision while handling multiple tasks and priorities

+ Proactive attitude with a focus on anticipating and addressing stakeholder needs

+ Strong computer skills working with Microsoft office programs (Word, Excel, PowerPoint, Outlook, etc.)

Preferred:

+ Experience with Artificial Intelligence (AI) tools

+ Experience organizing large-scale meetings

This job posting is anticipated to close on November 29, 2024. The Company may however extend this time-period, in which case the posting will remain available on https://www.careers.jnj.com to accept additional applications.

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.