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Job Function:

Business Support

Job Sub Function:

Administration & Secretarial

Job Category:

Business Enablement/Support

All Job Posting Locations:

Spring House, Pennsylvania, United States of America

Job Description:

Johnson & Johnson Innovative Medicine is recruiting for a Senior Administrative Assistant, located in Spring House, PA for the Immunology Therapeutic Area (TA) within Research & Development.

This position will provide outstanding administrative support and assistance to a Senior Director, and provide broad support to the Portfolio Strategy & Operations teams responsible to:

• Follow the company's Code of Business Conduct and demonstrate values consistent with the Credo.
• Be fully aware of and current with the supervisors’ responsibilities, priorities, and tasks.
• Communicate effectively and discreetly with internal and external partners at all levels, handling confidential and important matters.

Under minimal supervision, the individual expertly manages a dynamic and intricate calendar, prepares and maintains highly confidential and sensitive documents, and ensures rigorous follow-up. This role involves arranging meetings and coordinating complex domestic and occasional international travel itineraries. Additionally, the individual may provide support to other executives and their assistants as needed.

Key Responsibilities include:

Perform administrative tasks for the Senior Director and team members, as requested, including:

• Calendar & Meeting Administration: proactively and thoughtfully manage Sr. Director calendars and contacts in MS Outlook; schedule business-related meetings/conferences including 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 handle 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 contracts with outside consultants and vendors, submit purchase orders and/or check requisitions (Health Care Compliance GO-EX, International Contracts Database, eMarketplace) as needed, in compliance with J&J company policies.
• Document Preparation & Maintenance: 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 ability to independently handle 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 for the Senior Director’s role (SharePoint, Powerpoint, Word, PDF)
• Proactively anticipate the needs of the Senior Director you support. Ability to think ahead and plan short, medium and long term.
• 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 partners.
• Develop in-depth knowledge of department objectives, policies and procedures. Acquire knowledge of department organizational structure.
• Provide back-up coverage to other administrative desks in the Immunology TA inclusive of direct inquiries and ensure back-up coverage for the various vice presidents and senior directors when needed.
• Collaborate with Immunology TA administrative staff colleagues to ensure admin efficiencies.
• Ability to coordinate, plan and execute off-site meetings through collaborative partnerships when needed
• Maintain J&J Credo objectives.
• Expectation is to be on-site in the Spring House office three to four days a week

Qualifications

• Associate's degree is required
• Position requires a minimum of four years of experience providing administrative support to multiple senior-level leaders (such as Senior Directors/Executives, Teams).
• 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, International Contract Database, eMarketplace, etc.)
• Prior experience with expense reporting is required.
• Experience coordinating domestic and international travel, including flight, hotel and transportation, is required.
• A technologically savvy problem solver is required.
• Expertise in document preparation, redlining, and proofreading is required.
• Demonstrated ability to maintain highly confidential information is required.
• Must be a self-starter with strong interpersonal skills and ability to work independently in the absence of supervisors.
• Strong organizational and time management skills, excellent attention to detail and the proven ability to prioritize work against critical deadlines in a dynamic, fast-paced, multicultural, global environment is required.
• Ability to think analytically and to exercise both discretion and sound judgment are required. Must be proactive and possess the ability to plan and drive execution of tasks/projects.
• Responsive, energetic and enthusiastic credo 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 with the ability to coordinate with other administrative staff.

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