Administrative Assistant

Administrative Assistant

We are searching for the best talent for an Administrative Assistant in New Brunswick, NJ.

In this position you will provide outstanding administrative support and assistance to one Vice President and multiple Senior Directors as well as Directors, and will be responsible to:

• 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 fully aware of and current with the supervisors' responsibilities.
• Communicate effectively and with discretion with internal and external partners at all levels, including on confidential and critical matters.

Key responsibilities:

• Calendar & Meeting Administration: proactively and thoughtfully manage Vice President's and Senior Directors' / Directors' calendars and contacts in MS Outlook; schedule business-related meetings/conferences including web-based Zoom and 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 all 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: draft correspondence, and/or memos as needed. 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).
• Project Management: track deliverables, due dates and ensure follow-up as needed on projects and assignments.
• Team Culture: assist with planning and executing team culture events, such as offsites, team meetings, celebrations and CREDO activities.

Qualifications:

• A High School diploma is required
• A minimum of 4 years of previous administrative support experience is required
• 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 is required.
• Must be able to think analytically, exercise sound judgment and discretion- Assemble relevant data, compile statistics or information as directed.
• Master use of all technology associated with your support of the Vice President's and Senior Directors' roles.
• Proactively anticipate the needs of the Vice President, Senior Directors and Directors you support.
• Must be able to think ahead and plan short, medium and long term.
• Ability to handle a workload that may involve critical deadlines is required.
• Demonstrate strong attention to detail and follow-through on all assigned tasks is required.
• Build and maintain effective relationships and trusted partnerships with internal and external partners is required.
• Develop in-depth knowledge of department objectives, policies and procedures. Acquire knowledge of department organizational structure.
• Ability to effectively collaborate with Head of External Scientific Innovation Stacy Feld's assistant as required.

Johnson & Johnson is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability, protected veteran status or other characteristics protected by federal, state or local law. We actively seek qualified candidates who are protected veterans and individuals with disabilities as defined under VEVRAA and Section 503 of the Rehabilitation Act.

Johnson & Johnson is committed to providing an interview process that is inclusive of our applicants' needs. If you are an individual with a disability and would like to request an accommodation, please contact us via https://www.jnj.com/contact-us/careers or contact AskGS to be directed to your accommodation resource.

The anticipated base pay range for this position is $51,450 - $82,000.

This position is eligible for overtime. Subject to the terms of their respective plans, employees and/or eligible dependents are eligible to participate in the following Company sponsored employee benefit programs: medical, dental, vision, life insurance, short- and long-term disability, business accident insurance, and group legal insurance. 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 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 Condolence Leave 30 days for an immediate family member: 5 days for an extended family member Caregiver Leave 10 days Volunteer Leave 4 days Military Spouse Time-Off 80 hours Additional information can be found through the link below.