Sr. Administrative Assistant

Location: Spring House

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 Med Tech, 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.

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As guided by Our Credo, Johnson & Johnson is responsible to our employees who work with us throughout the world. We provide an inclusive work environment where each person is considered as an individual. At Johnson & Johnson, we respect the diversity and dignity of our employees and recognize their merit.

Job Function:
Business Support
Job Sub Function:
Administration & Secretarial
Job Category:
Business Enablement/Support
All Job Posting Locations:
Spring House, Pennsylvania, United States of America
Job Description:

We are searching for the best talent for a Senior Administrative Assistant to support to two executive directors of the Discovery Technology and Molecular Pharmacology (DTMP) team at Johnson and Johnson Innovative Medicine (JJIM). This fully onsite position will be located in Springhouse, PA.

An internal pre-identified candidate for consideration has been identified; however, all applications will be considered.

About Innovative Medicine

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.

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As a Senior Administrative Assistant, you will provide high-level administrative support to two executive directors of DTMP with limited supervision. This role requires strong business relationship-building skills, the ability to work independently and collaboratively, and the professionalism to manage sensitive information with discretion. You will handle a wide range of administrative tasks, special projects, and meeting coordination while navigating shifting priorities with agility and sound judgment.

Responsibilities:

Calendar Administration

• Provide proactive calendar management for two DTMP Executive Directors, ensuring effective prioritization and time management.
• Schedule and coordinate virtual and in-person meetings, including conference room reservations and A/V support.
• Arrange catering, update agendas, and resolve scheduling conflicts as needed.

Event & Meeting Coordination

• Plan and coordinate meetings involving external speakers, consultants, and committee members.
• Manage all logistics including venue selection, catering, A/V needs, and travel/lodging arrangements for internal and external attendees.
• Prepare and distribute detailed meeting agendas and materials to ensure productive sessions.

Travel & Expense Management

• Arrange domestic and international travel for two Executive Directors through the Corporate Travel Online system, following organizational travel policies.
• Prepare, review, and submit expense reports and reimbursement requests in compliance with established procedures.

Interview Coordination

• Organize candidate interview schedules and itineraries.
• Coordinate travel, lodging, and transportation arrangements for candidates as needed.

New Hire Onboarding

• Manage onboarding activities for Executive Directors' direct reports.
• Prepare and distribute onboarding announcements and ensure a smooth transition for new hires.

Organizational Charts & Contact Lists

• Maintain and regularly update department organizational charts and contact lists to ensure accuracy and accessibility.

Office Supplies & Procurement

• Manage procurement and office supply orders using Ariba Buyer/eMarketplace.

Advanced Administrative Responsibilities

• Perform advanced administrative duties requiring sound judgment, discretion, and the ability to independently resolve complex issues.
• Maintain the highest standards of professionalism, confidentiality, and organizational effectiveness in all administrative functions.

Systems Knowledge & Tools

• Extensive use of internal JJIM and J&J systems, including:
  • Concur Expense Reporting & Travel Online
  • Zoom and Zoom Webinars
  • Microsoft Office Suite
  • J&J Enterprise Tools (eMarketplace, SharePoint, IRIS, etc.)

Qualifications

• High school diploma required;
  Associate's degree preferred.
• A minimum of 5 years of administrative experience required.
• Preferred training or certifications in administrative support.
• Experience supporting multiple stakeholders at various organizational levels.
• Strong proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Experience managing calendars, scheduling meetings, coordinating travel, and preparing presentations preferred.
• Strong attention to detail, professionalism, and…