Executive Administrative Assistant

Johnson & Johnson Innovative Medicine • Spring House, PA

1d • Hybrid

About The Position

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 jnj.com. As guided by Our Credo, Johnson & Johnson is responsible to our employees who work with us throughout the world. We provide an inclusive work environment where each person is considered as an individual. At Johnson & Johnson, we respect the diversity and dignity of our employees and recognize their merit. About Immunology 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. Our Immunology team leads in the development of transformational medicines for immunological disorders and illnesses. You can influence where medicine is going by restoring health to millions of people living with immune diseases. 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 The R&D Immunology Therapeutic Area (TA) is recruiting for an Executive Administrative Assistant, located in Spring House, PA. This position may require up to 10% travel. This position will provide outstanding administrative support and assistance to the Vice President, Clinical Development Rheumatology, Rare, & Maternal Fetal Immunology and direct reports. Additionally, the person in this role will schedule staff meetings, organize team events, and, on short notice, scheduling critical ad hoc meetings with senior leaders to ensure teams receive rapid support and issue resolution. The successful candidate will have responsibility for: Knowing and adhering to the Johnson & Johnson Code of Business Conduct and all other requirements relevant to the role and demonstrate behaviors consistent with Our Credo values. Being fully aware of and current with their supervisors’ responsibilities. Communicating effectively with internal and external partners at all levels, including on confidential and critical matters. The Executive Administrative Assistant provides high-level administrative and operational support to leadership within the Immunology TA, enabling effective decision-making, coordination, and execution across a dynamic, global organization.

Requirements

• A minimum of a High School diploma is required, an Associate’s degree or higher and/or CPS is preferred
• A minimum of 6 years’ experience as an administrative professional is required.
• A demonstrated ability to provide administrative support at the Vice President level is required.
• Expert level proficiency in Microsoft Office programs (Outlook, OneDrive, Word, Excel and PowerPoint) is required.
• Ability to learn specialized computer software used for expense reporting, travel reservations, procurement and other applications (such as Concur, Health Care Compliance GO-EX, eMarketplace, etc.)
• Prior experience with expense reporting is required.
• Experience coordinating domestic and international travel, including flight, hotel and transportation, is required.
• Demonstrated ability to maintain highly confidential information is required.
• The preferred candidate will have strong interpersonal skills and the ability to work independently in the absence of supervisors.
• Strong organizational and time management skills, excellent attention to detail and the ability to prioritize work against critical deadlines in a dynamic, fast-paced, multicultural, global environment is required.
• Responsive, energetic and enthusiastic customer focus is required.
• Ability to anticipate stakeholder needs without direct instruction and be proactive in addressing them is required.
• Must be a strong team player who can coordinate with other administrative staff.

Nice To Haves

• Ability to exercise sound judgment and discretion to independently assess and resolve complex situations/problems/prioritization is preferred.

Responsibilities

• Perform administrative tasks for the VP and direct reports, as requested, including: Calendar Administration: schedule business-related meetings/conferences including web-based platforms such as Global Connect, Microsoft Teams, or Zoom; reserve conference rooms; verify and arrange for A/V equipment; arrange food/catering; and proactively resolve meeting conflicts.
• Travel Coordination: arrange business-related domestic and international travel and lead logistics of travel-related activities (flight, hotel and transportation)—including application for travel visas.
• Provide administrative support in areas of travel arrangement, prepare expense reports and process invoices, maintain financial and expense records, confidential correspondence, file management, and office supply ordering; maintain organization charts and Leadership Team SharePoint, monthly reports and update Distribution Lists.
• Document Preparation & Maintenance: Draft correspondence, and/or memos as needed. Appropriately handle documents and matters of a highly confidential nature with discretion. Coordinate electronic file management of documents to ensure version control and organization of files (Microsoft Teams, SharePoint).
• Demonstrate flexibility and the competency to independently handle and respond to multiple priorities and shifting demands while maintaining the sense of urgency and intensity that the office requires Communicate effectively with all levels of the organization. Think analytically, exercise sound judgment and discretion- Assemble relevant data, compile statistics or information as directed.
• Project Management: Track deliverables, due dates and ensure follow-up as needed on projects and assignments. Proactively anticipate the needs of the leader and team you support and be aware of key business priorities at all times, thereby enabling prioritization of meetings and workload Handle a workload that may involve critical deadlines. Demonstrate strong attention to detail and follow-through on all assigned tasks.
• Develop in-depth knowledge of department organization, objectives, policies and procedures. Direct inquiries and ensure back-up coverage for the VP and senior directors you support, when needed. Collaborate with Immunology TA administrative staff colleagues to ensure admin efficiencies.
• Provide back-up coverage to other administrative desks in the Immunology TA

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED