Senior Administrative Assistant

Johnson & Johnson Innovative Medicine; New Brunswick (NJ); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Join a leading healthcare company as a Senior Administrative Assistant, supporting leaders in R&D and Digital Health. This role involves managing schedules, coordinating travel, and ensuring smooth office operations. Ideal candidates are organized, self-motivated, and possess strong communication skills. Work 3-4 days in the office and 1-2 days from home, contributing to innovative healthcare solutions.

Qualifications

• Minimum 4 years of administrative experience required.
• Global calendaring experience in a complex matrix environment.

Responsibilities

• Manage calendar and coordinate complex schedules.
• Coordinate domestic and international travel arrangements.
• Manage confidential business documentation with professionalism.

Skills

Communication

Organizational

Problem-Solving

Analytical

Education

High School diploma

Tools

MS Office Suite

Concur

Zoom

Job description

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At Johnson & Johnson, we believe health is everything. Our strength in healthcare innovation empowers us to build a world where complex diseases are prevented, treated, and cured, where treatments are smarter and less invasive, and solutions are personal. Through our expertise in Innovative Medicine and MedTech, we are uniquely positioned to innovate across the full spectrum of healthcare solutions today to deliver the breakthroughs of tomorrow, and profoundly impact health for humanity. Learn more at https://www.jnj.com.

Job Function

Business Support

Job Sub Function

Administration & Secretarial

Job Category

Business Enablement/Support

All Job Posting Locations:

New Brunswick, New Jersey, United States of America; Titusville, New Jersey, United States of America

Job Description

Johnson & Johnson's Family of Companies is recruiting for a Senior Administrative Assistant to support leaders in our R&D, Data Science and Digital Health Organization. The preferred location for this position is Titusville, NJ. We will also consider candidates located near J&J offices in New Brunswick, NJ.

Per our J&J Flex Policy, the expectation for this position is to work in the Titusville, NJ or New Brunswick, NJ office 3-4 days per week and work from home 1-2 days per week.

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.

Key Responsibilities

• Responsible for calendar management and coordinating complex schedules
• Coordinate domestic and international travel arrangements
• Coordinate conference room scheduling and catering for larger meetings as needed
• Order and manage catering for meetings/events
• Submit and reconcile expense reports in Concur
• Manage confidential business documentation: emails, correspondence, files, contracts and other documents with the highest level of professionalism
• Facilitate signing of contracts and handle database entry and storage of fully executed contracts
• Assist in the preparation of high caliber presentation materials
• Submit PO’s in eMarketplace
• Manage special projects and ad-hoc requests as needed
• Be the face of the team when hosting team meetings or visitors while they are onsite
• Stay informed of company policies, procedures, and guidelines relevant to the functioning of the team
• Remain current with company software tools and assist team with obtaining IT support as necessary
• Manage logistics of new hire requisitioning for office assignment, technology and other supplies and coordinate with facilities management on an as-needed basis as it relates to the team
• Order and manage office supplies as needed
• Provide backup for other Administrative Assistants as needed

Qualifications - External

Required

• A High School diploma or equivalent
• A minimum of 4 years of administrative experience
• Proficiency in MS Office Suite: Outlook, Excel, Word, PowerPoint, and Teams
• Global calendaring experience in a complex matrix environment, understanding time zone impacts to meetings and travel schedules
• Strong verbal, written communication, interpersonal skills, and attention to detail
• Excellent analytical, problem-solving, organizational and prioritization skills
• Self-motivated and must possess the ability to work independently with minimal supervision
• Flexibility to adjust to changing business environments to ensure an organized experience with internal and external teams
• Proven ability to build and support strong, positive relationships with internal and external business partners
• Display business and emotional intelligence
• Demonstrate accountability for role responsibilities and actions
• Maintain the highest standards of integrity

Preferred

• A bachelor’s degree
• Project Management experience
• Proficiency in J&J Systems/Portals: Concur, AMEX Travel, Summit, AskGS, IRIS, and Zoom
• User experience or training in: MS Project, MS Forms, MS Visio, Excel Pivot Tables, OneNote, SharePoint