Senior Executive Administrative Assistant

Johnson & Johnson Innovative Medicine•Hopewell Township, NJ

1d•Hybrid

About The Position

We are searching for the best talent for a Senior Executive Administrative Assistant to support Vice President, Global Development, R&D, Innovative Medicine. This hybrid position is based in Titusville, NJ. An internal pre-identified candidate for consideration has been identified. However, all applications will be considered. About Innovative Medicine 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. 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 Senior Executive Administrative Assistant will play a pivotal role in supporting the Vice President, Global Development R&D, Innovative Medicine, delivering comprehensive global administrative assistance to this highly visible and dynamic leader. As an individual contributor, this position is characterized by its non-routine tasks and the ability to guide and influence others, ensuring the accuracy, timeliness, and quality of deliverables. This role upholds the highest standards of professionalism, communication, and discretion while providing constructive feedback to enhance the effectiveness of the administrative function. As this role supports an executive leading a global organization, strong coordination and familiarity with global travel, complex meeting demands, and effective calendar management are critical. In this role, the Senior Executive Administrative Assistant will support in coordinating assignments and supporting team execution to ensure that all tasks meet required standards. Effective communication is essential, as the individual will interact with employees, management, external business contacts, and vendors in a courteous and professional manner. This position also requires prioritizing tasks and determining appropriate actions regarding executive matters, enhancing the overall efficiency of the team and leadership. This role requires a strong understanding of planning global, offsite meetings and Global Town Halls while working closely with the Communications team. Moreover, the Senior Executive Administrative Assistant will facilitate the executive's capacity to lead the organization by processing vital data, preparing materials for meetings, and correspondence. This includes the development of documentation in various digital formats, such as correspondence and presentation materials. By embodying Johnson & Johnson’s Leadership Imperatives and Credo, this role will contribute significantly to the organization’s strategic goals and initiatives.

Requirements

A minimum of a High School diploma is required. A bachelor’s Degree is preferred.
A minimum of 10 years of executive administrative experience is required.
Excellent verbal and written communication skills, strong attention to detail, and outstanding interpersonal skills are required.
Experience in leading and working with global leaders and global admin staff is required.
Experience supporting a global, in-demand executive with a high volume of travel is required.
Strong computer skills, including working with Microsoft Office suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint), Workday, Ariba, eMarketplace, Zoom, and travel and expense programs like Concur are required.
Strong familiarity with complex global travel and visa/passport applications and renewals.
Exceptional organizational skills and ability to readily shift and adapt to changing priorities and demands are required.
Individual must be customer and employee focused, must have demonstrated ability to prioritize, and able to work under minimal supervision.
Comfortable working across a global network, with leaders and assistants globally across multiple time zones.

Nice To Haves

An advanced secretarial certification is a plus.

Responsibilities

Exercising discretion and independent judgment on key issues while assisting the executive with the execution of daily activities, including handling their complex and dynamic global calendar and related logistics, coordinating domestic and international travel, and processing expense reports.
Manages and schedules meetings and appointments for executive’s participation, as well as providing onsite coordination, technical support, and tracking of action items.
Field incoming requests; exercise strong judgment and discretion with highly confidential information interacting with top-level contacts on highly sensitive information, necessitating considerable use of tact, reasoning skills and diplomacy, and communicating and interacting with internal stakeholders, external customers, internal and external partners, media and vendors.
Anticipate the executive’s needs and proactively assemble the appropriate people and resources to solve problems.
Manage contacts for the executive, proactively understanding who they are, which have priority, and keep track of communication needed for priority contacts.
Lead, drive and execute for various team events, town halls, offsite meetings, etc.
Work cross-functionally to ensure communication is efficient and clear between teams.
Prioritize assignments and tasks with minimal direction, with limited authority to delegate assignments and tasks as appropriate.
May perform a variety of other administrative duties such as processing invoices, vouchers, purchase orders, human resources, and budgets.
The Senior Executive Administrative Assistant will further take on the management of key projects with the goal of delivering every project on time, within budget and within scope.
Provide onboarding for other administrative support (as needed). This could include training.
Work to identify and implement organizational administrative efficiencies from a time and budget perspective.
This role will include other duties as assigned.

Benefits

Subject to the terms of their respective plans, employees are eligible to participate in the Company’s consolidated retirement plan (pension) and savings plan (401(k)).
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