Executive Administrative Assistant

Janssen⠀Global⠀Services,⠀part of⠀the⠀Janssen⠀Pharmaceutical⠀Companies⠀of Johnson⠀& Johnson⠀is⠀recruiting⠀for an⠀Executive⠀Administrative⠀Assistant⠀located in⠀Raritan,⠀NJ. This⠀position⠀may⠀require up⠀to 10%⠀travel.

At⠀the⠀Janssen⠀Pharmaceutical⠀Companies⠀of Johnson⠀& Johnson,⠀we are⠀working to⠀create a⠀world⠀without⠀disease.⠀Transforming⠀lives by⠀finding⠀new and⠀better⠀ways to⠀prevent,⠀intercept,⠀treat and⠀cure⠀disease⠀inspires⠀us. We⠀bring⠀together⠀the best⠀minds and⠀pursue the⠀most⠀promising⠀science.⠀We are⠀Janssen.⠀We⠀collaborate⠀with the⠀world for⠀the health⠀of⠀everyone⠀in⠀it.

The⠀Executive⠀Assistant⠀supports⠀the Chief⠀Global⠀Medical⠀Affairs⠀Officer,⠀as well as⠀the Global⠀Programs⠀Lead Sr⠀Director⠀when⠀required,⠀in⠀numerous⠀diversified⠀areas and⠀activities.⠀The⠀Executive⠀Assistant⠀performs⠀numerous⠀diversified⠀secretarial,⠀clerical,⠀and⠀administrative⠀duties and⠀responsibilities⠀for the⠀Executive.⠀Key focus⠀areas⠀include⠀managing⠀complex⠀and⠀ever-changing⠀calendars;⠀scheduling⠀global⠀meetings,⠀events and⠀activities;⠀developing⠀business⠀reports⠀and⠀managing⠀global⠀travel and⠀expenses.⠀Also⠀includes⠀partnering⠀with all⠀assistants⠀across⠀Global⠀Medical⠀Affairs⠀and the⠀Global⠀Commercial⠀Strategy⠀organization⠀to share⠀best⠀practices⠀and ensure⠀a smooth⠀running⠀and⠀efficient⠀organization.

Principal Duties and Responsibilities

• Process⠀all⠀communications,⠀including⠀phone⠀calls,⠀email,⠀correspondence,⠀memos,⠀meeting⠀minutes,⠀and⠀mail.
• Prepares⠀agendas⠀and⠀materials⠀for⠀executive⠀meetings.
• Establishes⠀and⠀maintains⠀support⠀systems⠀for⠀structuring⠀priorities⠀necessary⠀to the⠀Executive.
• Assist⠀in⠀managing⠀the⠀executives⠀schedule⠀to include⠀scheduling⠀meetings⠀and⠀appointments.
• Coordinates⠀and⠀assists in⠀developing⠀associated⠀business⠀reports⠀and⠀prepares⠀presentations.
• Organizes⠀files,⠀performs⠀data entry⠀and⠀analyses⠀data, and⠀maintains⠀accurate⠀records.
• Handles⠀confidential⠀matters⠀requiring⠀discretion⠀and⠀judgment.
• Acts⠀as liaison⠀with other⠀departments⠀and⠀outside⠀agencies,⠀including⠀senior⠀level⠀management.
• Administrative⠀and⠀project-based⠀support
• Pro-actively⠀managing⠀calendars,⠀travel/logistics⠀and email⠀inboxes
• Secretarial⠀duties⠀such as⠀managing⠀travel⠀arrangements,⠀preparing⠀and⠀coordinating⠀meetings,⠀document⠀management,⠀etc.
• Updating⠀contact⠀and⠀stakeholder⠀databases
• Responding⠀to⠀external⠀and⠀internal⠀enquiries
• Co-ordinating⠀Team⠀Projects⠀as and⠀when⠀required
• Expense⠀and budget⠀management
• Support⠀&⠀collaborate⠀with GMAF⠀Communication⠀Lead
• Support⠀&⠀collaborate⠀with GMAF⠀HR Lead

Qualifications

• Minimum of⠀a High⠀School⠀Diploma is⠀required
• Minimum⠀of 6 years⠀of⠀professional,⠀related⠀work⠀experience⠀required
• Experience⠀in an⠀administrative⠀role at⠀executive⠀level is⠀required
• Excellent⠀working⠀knowledge⠀of MS⠀Office:⠀Outlook,⠀Word,⠀Excel and⠀PowerPoint⠀is⠀required
• Prior⠀experience⠀with⠀budget &⠀travel⠀processing⠀platforms⠀is a plus⠀(Concur,⠀CTO...)
• This⠀role may⠀require up⠀to 10%⠀travel

The base⠀pay range⠀for this⠀position⠀is $59,850⠀to⠀$96,600.⠀The⠀Company⠀maintains⠀highly⠀competitive,⠀performance-based⠀compensation⠀programs.⠀Under⠀current⠀guidelines,⠀this⠀position⠀is⠀eligible⠀for an⠀annual⠀performance⠀bonus in⠀accordance⠀with the⠀terms of⠀the⠀applicable⠀plan. The⠀annual⠀performance⠀bonus is a⠀cash bonus⠀intended⠀to provide⠀an⠀incentive⠀to achieve⠀annual⠀targeted⠀results by⠀rewarding⠀for⠀individual⠀and the⠀corporation’s⠀performance⠀over a⠀calendar/⠀performance⠀year.⠀Bonuses⠀are⠀awarded at⠀the⠀Company’s⠀discretion⠀on an⠀individual⠀basis.