Executive Administrative Assistant

Johnson & Johnson Innovative Medicine•Jacksonville, FL

6d•Onsite

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. We are searching for the best talent for an Executive Administrative Assistant. This fully onsite role will be in Jacksonville, FL. About Vision Fueled by innovation at the intersection of biology and technology, we’re developing the next generation of smarter, less invasive, more personalized treatments. Are you passionate about improving and expanding on the possibilities of vision treatments? Ready to join a team that’s reimagining how vision is improved? Our Vision team solves the toughest health challenges. Help combine cutting-edge insights, science, technology, and people to encourage eye care professionals and patients to proactively protect, correct and enhance healthy sight for life. Our products and services address these needs – from the pediatric to aging eye – in a patient’s lifetime. Your unique talents will help patients on their journey to wellness. Learn more at https://www.jnj.com/medtech The Executive Administrative Assistant reports to the VP of Finance & CFO Vision. This position also supports the Global Head of Human Resources Vision as well as some of his/her direct reports. The Executive Administrative Assistant will support all duties of the VP of Finance & CFO and Global Head of Human Resources including but not limited to administrative executive support, planning and supporting leadership team meetings and events, and support for internal/external forums/engagements led/attended by the VP of Finance & CFO and Global Head of Human Resources. To ensure the smooth function of the office, the ideal candidate for this role will have high 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.

Requirements

A minimum of a high school diploma is required. An Associate's Degree is preferred, an advanced secretarial certification is a plus.
A minimum of 8 years of working experience in a global organization as assistant to executives is required
Experience working with procurement, HR, travel systems and expense reporting systems is preferred
Strong sense of urgency and a can-do mentality
Strong organizational skills and demonstrated ability to prioritize multiple projects and meet deadlines.
Customer and employee focused and able to work under minimal supervision.
Team mentality with the ability to work independently and as part of a team in a fast-paced environment.
Strong computer skills working with Microsoft office programs (Word, Excel, PowerPoint, Outlook, etc.).
Excellent verbal and written communication skills, with exceptional interpersonal skills and ability to interact effectively with all levels of the organization.
Attention to details and good judgment to solve problems regarding project, department or division-related work.
Ability to be proactive and make suggestions to benefit the relationships with others, meetings, and the organization as a whole.
Demonstrated experience in working in a highly matrixed global organization.
Comfortable with ambiguity and adapt to changing business needs and priorities.
Discretion and professionalism to handle confidential information.
Demonstrates Johnson & Johnson’s Leadership Imperatives and Credo to all stakeholders internally and externally
This role may require additional working hours outside of the regular business hours.
Occasional travel may be required to support the VP of Finance & CFO and Global Head of Human Resources at off-site meetings and events
Four days in the office is required for this role.

Responsibilities

Establishes and maintains support systems for structuring priorities necessary to the Executive.
Manages the executives’ schedule to include scheduling meetings and appointments as well as domestic/international business trip logistics and itineraries.
Plans and coordinates global department meetings, celebrations, and external meetings including offsites.
Books conference rooms, arranges catering, and sets up audio/visual equipment as desired.
Coordinates and assists in drafting, proofreading, and editing associated business reports, documents, and presentations if requested
Handles incoming and outgoing communications.
Organizes files (paper and electronic) ensuring easy retrieval of information.
Supports other departments based on instructions in arranging and preparing company-wide events.
Provides Executive level support for internal/external forums
Acts as liaison with other departments, customers and outside agencies, including senior level management.
Manages expense reimbursement
Orders/maintains office supplies and equipment, ensuring the VP of Finance & CFO and Global Head of Human Resources offices are organized and fully functioning.
Coordinates with IT and other departments to resolve any issues related to office equipment or technology.
Interacts with various levels of executive management on a day-to-day basis.
Must handle sensitive and very confidential documents and information with the highest level of integrity and professionalism.
Supports candidate interviews and new hires where applicable: interview schedule, logistics, travel arrangements, onboarding and relocation support.
Manage contacts, keeping contact lists (e.g. email distribution lists) and organizational charts up to date.
Prepares and manages POs when requested.
Helps coordinate assignments for the reporting teams and support functions across the span of responsibility for the VP of Finance & CFO, Global Head of Human Resources, and supports the team on the execution of tasks to ensure accuracy, timeliness, and quality of deliverables.
Assists with high level projects and initiatives
Supports decision making by gathering and analyzing information
Manages special projects as assigned by VP of Finance & CFO and Global Head of Human Resources
Oversees office operations in Jacksonville
All other duties as assigned.