Sr. Administrative Assistant

Johnson & Johnson Innovative Medicine • Spring House, PA

1d • Hybrid

About The Position

As a Senior Administrative Assistant, you will provide administrative support to the Vice President of In Silico Discovery (ISD) at JJIM with limited supervision. This role requires the ability to build business relationships with key individuals throughout the organization. Work both independently and as part of a dynamic team, handling tasks with efficiency, proactivity, and professionalism. The Senior Administrative Assistant will be responsible for managing a variety of administrative tasks, special projects, and meetings while maintaining excellent communication and interpersonal skills. The individual must possess sound judgment, discretion, and the ability to independently assess and resolve complex situations. This role requires agility to swiftly handle shifting priorities and demands.

Requirements

• A minimum of a high school diploma is required; an Associate's degree is preferred.
• At least 5 years of administrative experience is required.
• Experience providing support to multiple individuals at various organizational levels is required.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, etc.) is required.
• Must present themselves in a professional manner, with strong attention to detail and excellent organizational skills.
• Demonstrated ability to perform administrative and organizational tasks effectively, along with strong verbal and written communication skills, and a solid understanding of corporate organization and procedures is required.
• Proven track record of maintaining confidentiality, attention to detail, and professionalism, while working in a fast-paced, multicultural, and international environment is essential.

Nice To Haves

• An Associate's degree is preferred.
• Additional training or certifications related to administration are preferred.
• Experience coordinating daily calendars for management, scheduling meetings, organizing offsite meetings, managing domestic and international travel, and preparing PowerPoint presentations is preferred.

Responsibilities

• Calendar Administration: Provide proactive and efficient calendar management for ISD Vice President, ensuring optimal time management and prioritization. Schedule and coordinate virtual and in-person meetings, reserving conference rooms, arranging A/V technicians and ensuring seamless meeting execution. Handle catering arrangements, regularly update meeting agendas, and proactively resolve scheduling conflicts to maintain smooth operations.
• Event & Meeting Coordination: Plan, organize, and coordinate meetings involving external speakers, consultants, and committee members, ensuring all logistics are professionally managed. Oversee venue selection, catering, A/V needs, and travel/lodging arrangements for internal and external participants, ensuring a seamless experience. Prepare detailed meeting agendas, materials, and distribute them in a timely manner to ensure productive and focused sessions.
• Travel Coordination: Arrange both domestic and international travel for ISD Vice President using the Corporate Travel Online system, adhering to the organization's Travel Policy and ensuring travel logistics are seamless. Prepare, review, and submit expense reports and reimbursement requests, ensuring accuracy and compliance with travel policies and procedures.
• Interview Coordination: Organize candidate interview schedules. Handle travel, lodging, and transportation arrangements for candidates.
• New Hire Onboarding: Manage and coordinate VP’s direct report new hires onboarding activities, including preparing and distributing announcements, ensuring a smooth transition for new employees.
• Organizational Charts and Contact Lists: Maintain and regularly update department organizational charts and contact telephone lists to ensure accurate and accessible information.
• Office Supplies & Procurement: Manage office supply orders using the Ariba buyer system/eMarketplace.
• Advanced Administrative Duties: Perform advanced administrative responsibilities requiring sound judgment, discretion, and the ability to independently assess and address complex situations. Maintain the highest standards of professionalism, confidentiality, and organization in executing administrative functions that are critical to the success of the department.
• Systems Knowledge & Use: Extensive use of JJIM internal systems such as: Concur Expense Reporting & Travel Online Zoom and Zoom Webinars Microsoft Suite J&J Enterprise Tools (eMarketplace, SharePoint, IRIS etc.)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED