Executive Administrative Assistant

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

Job Description:

We are searching for the best talent for an Executive Administrative Assistant to support the Vice President, Global Head of Social Impact & Partnerships in New Brunswick, NJ. This position may require up to 10% travel.

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

In support of the VP, Global Head of Social Impact & Partnerships and the wider team, the Executive Administrative Assistant displays strong leadership and project management skills, with the ability to operate in a varied, deadline driven, and global environment.

This office is in regular contact with senior management within and outside of Johnson & Johnson. Must be capable of interacting with staff and senior level business partners from regions throughout the world.

Under minimal supervision, the Executive Administrative Assistant performs advanced administrative responsibilities, i.e., maintains complex and fluid calendars; executes rigorous follow-up by ensuring issues are resolved and projects completed, prepares documents.  

The candidate must demonstrate initiative to follow up on relevant day-to-day activities while keeping manager informed of project status and next steps.

RESPONSIBILITIES/PRINCIPAL DUTIES (Essential Functions)

Executive Support

• The Executive Administrative Assistant provides full-time support to the VP, Global Social Impact & Partnerships.  
• Must possess the ability to anticipate executive needs and collect/prepare information for executive review and action; provides supervisor with reminders of upcoming events and project-related deadlines; maintains active list of follow up and action items on behalf of the VP.
• Manages active and often rapidly changing executive calendar.
• Coordinates and schedules live meetings via Zoom and Teams. Coordinates team events and off-site meetings; coordinates room assignments; prepares meeting agendas and materials.
• Manages complicated travel arrangements: flights, cars, hotels, etc and keeps track of receipts and submits expense reports on a monthly basis.
• Helps gather agenda items and pre-read documents for distribution ahead of team meetings. 

New Hire Onboarding

Onboards new team hires by coordinating new hire badge retrieval, parking barcodes; trains new hires on J&J specific sites like Concur, JJEDS, Home, eMarketplace, etc; orders laptops, Amex cards; sets up Concur profiles; orders mobile phones and upgrades mobile plans as needed; works with IT and J&J Ergonomics to ensure offices are set up properly; coordinate with GHE operations lead to support onboarded decks and materials specific to the employee. 

Overall Team Support

Candidate ensures the team’s organizational charts and email distribution lists are up to date at all times; liaises with external visitors to get them signed in and access to WHQ facilities; orders supplies through eMarketplace; organizes team offsites, LT meetings, team building events and volunteer opportunities as needed.

Project Support

A team player, the Executive Assistant, helps implement projects to support Global Health Equity, as needed; Creates schedules and project timelines. Tracks deliverables and monitors and reports on project progress. Evaluates and assesses result of projects.

Requirements:

• A minimum of a high school diploma is required.
• A minimum of 8 years of experience supporting senior management is required.
• Skills in J&J systems (Workday, OurSource, eMarketplace, Concur, Zoom and Teams) preferred.
• Strong knowledge of technology a plus (PPT, Excel, Sharepoint) preferred.
• Strong organizational skills and being detail-oriented are required.
• Excellent oral and written communication skills are required.
• Strong leadership, interpersonal, analytical, and problem-solving skills required.
• Required to exercise sound judgment and discretion, independently assess, and resolve complex situations and shift priorities as the need arises.
• Must demonstrate flexibility, while maintaining sense of urgency.
• Must model positive, “can-do” attitude and Credo Values.
• Challenges the status quo, looks for/adopts best practices, embraces change.
• Demonstrates efficiency and comfort in a fast-paced environment.
• Position may require coordination of and attendance at events outside normal business hours.
• This position is in New Brunswick, NJ and will require 3 days in office.

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, external applicants please contact us via https://www.jnj.com/contact-us/careers, internal employees contact AskGS to be directed to your accommodation resource.

#LI-Hybrid

The anticipated base pay range for this position is :

$60,900 - $97,000

Additional Description for Pay Transparency:

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.  https://www.careers.jnj.com/employee-benefits