Executive Administrative Assistant
Location:
Raritan , New Jersey
Posted:
March 14, 2017
Reference:
3633170302-en-us

Janssen Research & Development LLC, a member of Johnson & Johnson's Family of Companies, is recruiting for an Executive Administrative Assistant, located in Raritan, NJ.
 
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. 
 
Janssen Research & Development, LLC discovers and develops innovative medical solutions to address important unmet medical needs in oncology, immunology, neuroscience, infectious diseases and vaccines, and cardiovascular and metabolic diseases. 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.
 
The Executive Administrative Assistant will provide administrative support to Head, Global Clinical Development Operations (GCDO) with limited supervision.  This individual will be required to work independently and as part of a team.  Take initiative by acting independently, and assume responsibility for special projects/meetings.  Communicate and interact daily with individuals from various countries and at all levels using influence, negotiating and verbal skills.  Demonstrate strong attention to detail and accuracy, maintaining confidentially and professionalism.  Flexibility, judgment and discretion in dealing with sensitive information, the ability to independently assess and resolve complex situations/problems, and flexibility to respond to shifting priorities are necessary for this role.  Support will also include engaging in routine and complex document preparation and file management.  Respond in place of manager on routine and sometimes complex matters.  Continue to operate at full capacity in the absence of manager.  Perform advanced administrative responsibilities.  Work seamlessly with other executive and administrative assistants.
 
Essential Duties and Responsibilities:
  • Calendar Administration: provide daily calendar support for Head, GCDO.  Schedule meetings, coordinate availability with other senior leaders reserve conference rooms, verify and arrange for needed A/V equipment, make food/catering arrangements, set up audio conference and live meeting, prepare agendas, and proactively resolve meeting conflicts.
  • Travel Coordination: make travel arrangements for Head, GCDO and other staff members as requested using travel system (Concur) and according to the department process.
  • Expense Reporting: collect and enter expenses into expense reporting system (Concur) and maintain documentation for submitted expenses.
  • Coordinate candidate interviews and on-boarding of new hires (relocation activities (travel and lodging); email accounts and WWIDs; computer equipment/cell phones; office/move requests; Employee Record Initiation in HR System).
  • Engage in routine and complex document preparation.
  • File management (SharePoint).
  • Contact Management: contact lists and organizational charts.  Maintain department org. charts, contact telephone lists and email lists.
  • Critical review and proof of documents.
  • Planning/Coordination of internal/external meetings (Venue Review/Selection; catering/AV requirements; travel/lodging/ground for internal and external participants; agenda/meeting materials).

Qualifications
  • A minimum of a High School diploma is required.  Associate’s degree is preferred.
  • A minimum of 8 years of professional administrative experience is required.
  • A minimum of 4 years of administrative experience supporting a Senior Executive (Vice President or President) is required.
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) is required.
  • Experience coordinating daily calendars for management is required.
  • Experience scheduling meetings and coordinating off-site meetings required.
  • Experience coordinating domestic and international travel is required.
  • Experience handling sensitive and confidential information and documents is required.
  • Experience with Ariba, Aravo or a related accounts payable system is required.
  • Experience with Concur or a related travel and expense reporting system is required.
  • Experience with SharePoint, Live Meeting/Webex, Finance systems (e.g. Beacon, One Supply, etc.), Human Resource systems (e.g. OurSource, Workday, etc.) preferred.
  • Flexibility to accommodate a changing work schedule and sensitivity to international time zones is required.
  • Must have excellent verbal and written communication and interpersonal skills.
  • Must have strong organizational skills along with excellent judgment and reasoning abilities.
  • Must be a strong team player with the ability to coordinate with other administrative staff.
  • The ability to work and partner with all levels from Senior Management down thru the organization is required.
  • The ability to multi-task and work under minimal supervision, in a dynamic, fast-paced, multicultural, international environment is required.

Primary Location
United States-New Jersey-Raritan
Organization
Janssen Research & Development, LLC. (6084)
Job Function
Administration

A little about us:
Johnson & Johnson cares for the world - bringing innovative ideas, products and services to advance the health and well-being of people.

Know someone who would be interested in this job? Share it with your network.