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Executive Administrative Assistant
Janssen Research and Development, L.L.C., a member of Johnson and Johnson's Family of Companies, is recruiting for an Executive Assistant, to be located in Spring House, PA. Remote work options may be considered on a case-by-case basis and if approved by the Company.
At the Janssen Pharmaceutical Companies of Johnson & Johnson, what matters most is helping people live full and healthy lives. We focus on treating, curing and preventing some of the most devastating and complex diseases of our time. And we pursue the most promising science, wherever it might be found.
As Immunology Leaders, we know immunology is vital to human health. Driven by a relentless focus on patient unmet needs, we will redefine treatments for immune diseases by delivering transformational and accessible therapies and regimens to patients with immune-mediated disease. For more than two decades we have been a world leader in the development of transformational medicines, establishing one of the strongest, first-in-class portfolios and pipelines in the industry, including the first tumor necrosis factor (TNF) inhibitor, and first interleukin (IL)-12 and IL-23 inhibitors. We tirelessly push the boundaries of science and creativity, applying our deep disease insights, novel pathway science, new technologies, and treatment modalities to restore immune homeostasis.
Janssen Research & Development, LLC. discovers and develops innovative medical solutions to address important unmet medical needs in the following therapeutic areas: immunology, oncology, neuroscience, infectious diseases & vaccines, cardiovascular & metabolism, and pulmonary hypertension. Please visit http://www.JanssenRnD.com for more information.
We are Janssen. Our mission drives us. Our patients inspire us. We collaborate with the world for the health of everyone in it. We are guided by our Credo.
Thriving on a diverse company culture, celebrating the uniqueness of our employees and committed to inclusion. Proud to be an equal opportunity employer.
The R&D Immunology Therapeutic Area (TA) is recruiting for an Executive Administrative Assistant, located in Spring House, PA. This position will provide outstanding administrative support and assistance to one (1) Vice President, Clinical Excellence & Transformation (CET), three (3) Senior Directors, and the broader CET team. Additionally, the person in this role will schedule standing Immunology Operating Committee (IOC) meetings and, on very short notice, scheduling critical ad hoc IOC meetings with senior leaders to ensure teams receive rapid support and issue resolution. The successful candidate for will have responsibility 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 with internal and external partners at all levels, including on confidential and critical matters.
Key responsibilities include:
Perform administrative tasks for the VP and directors, as requested, including:
Calendar Administration: schedule business-related meetings/conferences including web-based or Global Connect, Zoom, Microsoft Teams; reserve conference rooms; verify and arrange for needed A/V equipment; set up audio conference and WebEx meetings; organize food/catering arrangements; and proactively resolve meeting conflicts.
Travel Coordination: arrange business-related domestic and international travel and lead logistics of travel-related activities (flight, hotel and transportation)—including application for travel visas.
Providing administrative support in areas of travel arrangement, prepares expense reports and process invoices, maintains financial and expense records, confidential correspondence, file management, and office supply ordering; maintain organization charts and Leadership Team SharePoint, monthly reports and update Distribution Lists.
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).
Demonstrate flexibility and the competency to independently handle and respond to multiple priorities and shifting demands while maintaining the sense of urgency and intensity that the office requires
Confirmed 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.
Proactively anticipate the needs of the leader and team you support and be aware of key business priorities at all times, thereby enabling prioritization of meetings and workload
Able to handle a workload that may involve critical deadlines.
Demonstrate strong attention to detail and follow-through on all assigned tasks.
Develop in-depth knowledge of department organization, objectives, policies and procedures.
Direct inquiries and ensure back-up coverage for the VP and senior directors you support, when needed.
Collaborate with Immunology TA administrative staff colleagues to ensure admin efficiencies.
Provide back-up coverage to other administrative desks in the Immunology TA
A minimum of a High School diploma is required, an Associate’s degree or higher and/or CPS is preferred
A minimum of 6 years’ experience as an administrative professional is required.
A demonstrated ability to provide administrative support at the Vice President level is required.
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.
Demonstrated ability to maintain highly confidential information is required.
The preferred candidate will 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 ability to prioritize work against critical deadlines in a dynamic, fast-paced, multicultural, global environment is required.
Ability to exercise sound judgment and discretion to independently assess and resolve complex situations/problems/prioritization is preferred.
Responsive, energetic and enthusiastic customer 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 who can coordinate with other administrative staff.
Johnson & Johnson is an Affirmative Action and 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, or protected veteran status and will not be discriminated against on the basis of disability.
Primary Location United States-Pennsylvania-Spring House-Welsh & McKean Roads Other Locations North America-United States-New Jersey Organization Janssen Research & Development, LLC (6084) Job Function General Administration Requisition ID 2206077954W