Sr. Administrative Assistant
About The Position
We are searching for the best talent for a Sr. Administrative Assistant to join our team located in Horsham, PA. This position may require up to 10% travel. Per our J&J Flex Policy, the expectation for this position is to work in the Horsham, PA office 3-4 days per week and work from home 1-2 days per week. The Senior Administrative Assistant will provide high-level administrative support to the 4 (four) Sr. Directors in Immunology, Medical Affairs and their teams. This role requires a highly organized, self-motivated individual capable of thriving in a fast-paced, complex environment. Activities will include extensive calendar management, scheduling and prioritizing internal/external meetings, internal/external event planning/execution, travel arrangements, expense reports, document management, collaboration across the franchise and occasional back-up support for other Medical Affairs administrative staff. Critical capabilities include advanced organizational skills, flexibility, approachability, and proactivity. May perform other duties as assigned.
Requirements
- A minimum of a High School diploma
- A minimum of 4 years of administrative or similar experience, preferably within the pharmaceutical industry.
- Expert proficiency in Microsoft Outlook, PowerPoint, Excel, and Word.
- Strong proficiency with productivity tools and portal technologies such as Workday, GlobalView, MS Teams, OneNote, and SharePoint.
- Excellent verbal and written communication skills, paired with exceptional interpersonal abilities.
- Meticulous attention to detail, coupled with strong organizational skills.
- A sense of urgency and a high degree of professionalism are required.
- Proven experience interacting with senior-level management while maintaining confidentiality.
- Ability to prioritize effectively and ensure accurate follow-up on all issues and correspondence.
- Self-starter with a strong sense of ownership and proactive involvement.
- Demonstrated ability to manage complexity, work independently, and adapt in a fast-paced environment.
Nice To Haves
- Associate’s degree or Bachelor’s degree
- Experience with Microsoft One Note, IRIS, and Ariba
Responsibilities
- Provide direct administrative support to 4 (four) Sr. Directors in Immunology, Medical Affairs, including calendar management, travel and expense coordination and related activities, as well as programs and initiatives led by the Sr. Director.
- Lead planning and execution of large department meetings/events, leadership team activities, and external events.
- Coordinate recruiting activities for both internal and external candidates; including travel coordination, in person and remote meetings and expense processing.
- Support the onboarding and offboarding transition process for team members.
- Coordinate and support team onsite/offsite meetings and volunteer events
- Maintain department materials, such as organization charts, distribution lists, and conference rooms. Manage related repositories, including SharePoint.
- Utilize HR systems, productivity tools, and portal technology (e.g., Workday, SharePoint, ZOOM, MS Teams, GlobalView, AskGS, IRIS). Familiarity with eMarketplace is preferred but not required.
- Collaborate and participate with franchise teams, meetings and other administrative staff to ensure smooth operations across the organization.
Benefits
- This position is overtime eligible.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
High school or GED
