GPH Executive Administrative Assistant

ob 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 be located in New Brunswick, NJ.

Purpose:

In support of the Global Head, Global Health Equity 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. Under minimal supervision, the Executive Administrative Assistant performs advanced administrative responsibilities, i.e., maintains complex and fluid calendars; drives rigorous follow-up by ensuring issues are resolved and projects completed, prepares documents.

This position will need to demonstrate an initiative to follow up on relevant day-to-day activities while keeping manager informed of project status and next steps.

You will be responsible for:

Executive Support

• The Executive Administrative Assistant provides full-time support to the Global Head, Global Health Equity

• 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 SVP.

• Manage active and often evolving 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 and books 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. Candidate also plays a leadership role among the executive assistants supporting the Global Health Equity organization.

Project Support

• 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.

Qualifications / 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) is preferred.

• Strong organizational and a diligent skills and are required.

• Excellent verbal 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.

• Demonstrate flexibility, while maintaining sense of urgency.

• 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 and 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, please email the Employee Health Support Center ([email protected]) or contact AskGS to be directed to your accommodation resource.