Executive Administrative Assistant

Qualifications
Excellent communication skills and discretion to handle sensitive information is required
Ability to make last-minute calendar changes, often making decisions without prior approval from assigned leaders
Responsibilities
The Executive Administrative Assistant will be responsible for providing administrative support to the Global Head of Therapeutics Discovery
This position will directly support all duties of the Head of Therapeutics Discovery, including but not limited to administrative executive support, planning and supporting department meetings and events, and support for internal/external forums/engagements
To ensure the smooth function of the department, the preferred candidate for this role will have outstanding standards of professionalism and efficiency and will manage multiple tasks proactively and simultaneously with a highly organized approach
Provide heavy calendar support; Manage a complex and changeable calendar, proactively using discretion to schedule, reschedule or respond appropriately to shifting priorities
Proactively manage calendar appointments by inquiring for agenda/goal of meeting prior and acquire any pertinent materials beforehand to allow for proper preparation in advance of meeting
This includes booking appropriate conference rooms, arranging catering, setting up any audio/visual needs in meeting rooms, addressing Wi-Fi/technology needs and greeting/hosting visitors
Arrange and manage intricate domestic and international travel arrangements, prepare itineraries with complete door to door coverage of trips and manage expense reports following their completion
Respond to complex inquiries from all levels of employees, internal or external sources regarding a variety of questions pertaining to executive’s current meetings, tasks and projects
Communicate regularly with senior management and their assistants within and outside Johnson & Johnson to provide or gather information, often of sensitive and confidential nature
Prepare and maintain documents of a highly confidential and sensitive nature
Verify with Strategy & Operations team and advise executive (weekly) when approvals/signatures are needed in various J&J systems – help navigate through the system: Our Source, eMarketplace, Workday, Inspire Awards, etc
Exercise independent judgment in establishing and proactively revising priorities within assigned responsibilities
Order/maintain office supplies and equipment, coordinate with IT and other departments to resolve any issues related to office equipment or technology
Support and schedule candidate interviews and coordinate new hires where applicable: interview schedule, logistics, travel arrangements, onboarding and relocation support
Coordination of internal and off-site meeting planning, any site-based projects, meetings or events in support of Executive’s Spring House R&D site leader responsibilities and any ad-hoc projects or meetings as needed/requested
All other duties as assigned
Job description
Johnson & Johnson is recruiting for an Executive Administrative Assistant for the Global Head of Therapeutics Discovery, located in Spring House, PA.

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 MedTech, 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. Learn more at https://www.jnj.com/.

For more than 130 years, diversity, equity & inclusion (DEI) has been a part of our cultural fabric at Johnson & Johnson and woven into how we do business every day. Rooted in Our Credo, the values of DEI fuel our pursuit to create a healthier, more equitable world. Our diverse workforce and culture of belonging accelerate innovation to solve the world’s most pressing healthcare challenges.

We know that the success of our business – and our ability to deliver meaningful solutions – depends on how well we understand and meet the diverse needs of the communities we serve. Which is why we foster a culture of inclusion and belonging where all perspectives, abilities and experiences are valued and our people can reach their potential.

At Johnson & Johnson, we all belong.

The Executive Administrative Assistant will be responsible for providing administrative support to the Global Head of Therapeutics Discovery.

This position will directly support all duties of the Head of Therapeutics Discovery, including but not limited to administrative executive support, planning and supporting department meetings and events, and support for internal/external forums/engagements.

To ensure the smooth function of the department, the preferred candidate for this role will have outstanding standards of professionalism and efficiency and will manage multiple tasks proactively and simultaneously with a highly organized approach. Excellent communication skills and discretion to handle sensitive information is required.

Key Responsibilities:
• Provide heavy calendar support; Manage a complex and changeable calendar, proactively using discretion to schedule, reschedule or respond appropriately to shifting priorities. Ability to make last-minute calendar changes, often making decisions without prior approval from assigned leaders.
• Proactively manage calendar appointments by inquiring for agenda/goal of meeting prior and acquire any pertinent materials beforehand to allow for proper preparation in advance of meeting. This includes booking appropriate conference rooms, arranging catering, setting up any audio/visual needs in meeting rooms, addressing Wi-Fi/technology needs and greeting/hosting visitors.
• Arrange and manage intricate domestic and international travel arrangements, prepare itineraries with complete door to door coverage of trips and manage expense reports following their completion.
• Respond to complex inquiries from all levels of employees, internal or external sources regarding a variety of questions pertaining to executive’s current meetings, tasks and projects.
• Communicate regularly with senior management and their assistants within and outside Johnson & Johnson to provide or gather information, often of sensitive and confidential nature.
• Prepare and maintain documents of a highly confidential and sensitive nature.
• Verify with Strategy & Operations team and advise executive (weekly) when approvals/signatures are needed in various J&J systems – help navigate through the system: Our Source, eMarketplace, Workday, Inspire Awards, etc.
• Exercise independent judgment in establishing and proactively revising priorities within assigned responsibilities.
• Order/maintain office supplies and equipment, coordinate with IT and other departments to resolve any issues related to office equipment or technology.
• Support and schedule candidate interviews and coordinate new hires where applicable: interview schedule, logistics, travel arrangements, onboarding and relocation support.
• Coordination of internal and off-site meeting planning, any site-based projects, meetings or events in support of Executive’s Spring House R&D site leader responsibilities and any ad-hoc projects or meetings as needed/requested.
• All other duties as assigned.