Senior Administrative Assistant

Johnson & Johnson Innovative Medicine•Washington, DC

1d•Remote

About The Position

We are searching for the best talent for a Senior Administrative Assistant (Casual Part Time). This fully remote position may be based in Washington, DC or NJ. This is a casual, part-time role with a schedule of 19.5 hours per week. This role will operate under the direct supervision of Johnson & Johnson Senior Director, National Policy and Advocacy providing administrative support to Senior Director, US National Policy and Advocacy and the Senior Director, U.S. Health Policy.

Requirements

A minimum of a high school diploma is required; an Associate's degree or higher and/or CPS is preferred.
Position requires a minimum of five (5) years of experience serving in an administrative support capacity.
Prior experience providing administrative support to multiple mid-level leaders such as Directors is required.
Proficiency in Microsoft Office programs, including intermediate to advanced proficiency in 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, International Contract Database, eMarketplace, Salesforce, etc.).
Experience coordinating domestic and international travel, including flight, hotel and transportation, is required.
Must have excellent time management skills.
Expertise in document preparation, redlining, and proofreading is required.
Strong interpersonal skills, excellent attention to detail and ability to exercise both discretion and sound judgment are required.
Must be a self-starter with ability to work independently in the absence of supervisors, and to multitask and prioritize workload against critical deadlines in a dynamic, fast-paced, multicultural, international environment is required.
Ability to anticipate stakeholder needs without direct instruction and be proactive in addressing them is required.
Strong organizational skills and the proven ability to prioritize work is required.
Must be a strong team player with the ability to coordinate with other administrative staff.
Occasional overtime may be required.
Must be able to travel up to 10% of the time to domestic destination.

Nice To Haves

Prior experience with expense reporting is preferred

Responsibilities

Know and adhere to the Johnson & Johnson Code of Business Conduct and all other requirements relevant to the role and demonstrate behaviors consistent with Our Credo values.
Be the public face of the directors you support, and represent them, our IM US Operations Department, and the Company professionally and effectively in all interactions.
Be fully aware of and current with the supervisors’ responsibilities.
Communicate effectively with internal and external partners at all levels, including on confidential and critical matters.
Perform administrative tasks for directors, as requested, including:
Calendar Administration: proactively and thoughtfully manage directors’ calendars and contacts in MS Outlook; schedule business-related meetings/conferences including web-based or Global Connect, Zoom, Microsoft Teams; coordinate availability with attendees; reserve conference rooms; verify and arrange for needed A/V equipment; organize food/catering arrangements; and proactively resolve meeting conflicts.
Travel Coordination: organize thoughtful and efficient business-related domestic and international travel and manage logistics of travel-related activities (flight, hotel and transportation)—including application for travel visas.
Business Expense Reporting: collect receipts, enter expenses into expense reporting system (Concur) and maintain documentation for submitted expenses in compliance with J&J company policies.
Procurement: Assist with preparation of agreements and contracts with outside consultants and vendors, submit purchase orders and/or check requisitions (Health Care Compliance GO-EX, International Contracts Database, eMarketplace) in compliance with J&J company policies.
Answer phones, direct inquiries and ensure back-up coverage for the directors you support, when needed.
Deliver an excellent visiting experience to visitors.
Document Preparation & Maintenance: Draft memorandums, correspondence, and/or presentations as needed.
Take notes and distribute post team meetings.
Critically review and proofread documents.
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).
Maintain Client Relationship Manager (CRM) updates for leaders.
Demonstrate flexibility and the ability to independently manage and respond to multiple priorities and shifting demands while maintaining the sense of urgency and intensity that the office requires.
Proven ability to communicate effectively and articulately 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.
Master use of all technology associated with your support of the leaders’ roles.
Able to handle a workload that may involve critical deadlines.
Demonstrate strong attention to detail and follow-through on all assigned tasks.
Build and maintain effective relationships and trusted partnerships with internal and external stakeholders.
Develop in-depth knowledge of department objectives, policies and procedures.
Acquire knowledge of department organizational structure.
Collaborate with administrative staff colleagues in the Washington, DC office to ensure office efficiencies.
Work on special projects, as needed.

Benefits

Subject to the terms of their respective policies and date of hire, employees are eligible for the following time off benefits:
Vacation –120 hours per calendar year
Sick time - 40 hours per calendar year; for employees who reside in the State of Colorado –48 hours per calendar year; for employees who reside in the State of Washington –56 hours per calendar year
Holiday pay, including Floating Holidays –13 days per calendar year
Work, Personal and Family Time - up to 40 hours per calendar year
Parental Leave – 480 hours within one year of the birth/adoption/foster care of a child
Bereavement Leave – 240 hours for an immediate family member: 40 hours for an extended family member per calendar year
Caregiver Leave – 80 hours in a 52-week rolling period10 days
Volunteer Leave – 32 hours per calendar year
Military Spouse Time-Off – 80 hours per calendar year
For additional general information on Company benefits, please go to: - https://www.careers.jnj.com/employee-benefits