Executive Administrative Assistant

Role Summary

Executive Administrative Assistant to support the Vice President MedTech Supply Chain Digital in New Brunswick, NJ.

Responsibilities

• Performing project coordination duties and administrative support for the Vice President, MedTech Supply Chain Digital:
  • complex and highly fluid calendar coordination, including scheduling and arranging meetings with internal and external partners
  • preparing documents of a highly confidential and sensitive nature such as presentations, memos and correspondence, and expense reports
  • closely partnering with internal teams to create and distribute pre-reads and training materials
  • complex domestic and international travel arrangements
  • executive meeting support and large meeting coordination
  • leadership team meeting support, including scheduling, preparation and sharing of the agenda and pre-read, and notetaking
• Mastery at utilizing and innovating on current technology platforms, including Excel, Outlook, PowerPoint, Word, web page navigation, Concur, SharePoint, Viva Engage, Zoom, MS Teams, Workday, Our Source, eMarketplace, selecting apps for meetings, getting apps approval through Apple Store, and leveraging tablet and phone device capabilities.
• Coordinating and administering MedTech Supply Chain Digital organization engagements by managing statements of work and purchase orders; tracking expenditures and follow-up on actual expenses in variance reports; developing periodic reporting and communicating purchase order status reports
• Fostering positive relationships while interacting with staff and various levels of management from within and outside of Johnson & Johnson to provide or gather information often of a sensitive nature.
• Building strong relationships with Executive Assistants within the MedTech Supply Chain Organization to ensure efficient and effective collaboration fostering an atmosphere of engagement as well as with EAs of other management team members
• Achieving results in the absence of day-to-day guidance
• Maintaining strict confidentiality and exercising independent discretion and judgment to solve complex problems
• Ability to support the MedTech Supply Chain Digital organization’s Talent Strategy by supporting the leadership team with confidential/sensitive tasks and communications
• Full understanding of the organization, practices, procedures, and operational policies of Johnson & Johnson.
• Participate and contribute to key team meetings
• Experience with coordinating/managing in hybrid environment
• Ability to understand cross-regional cultural aspects and lead (or operate) effectively

Qualifications

Education:

• A minimum of a high school diploma required, and an Associate's or Bachelor’s Degree is preferred

Experience and Skills:

• A minimum of six (6) years of experience supporting senior management
• Ability to manage multiple priorities, maintain confidentiality, and operate with poise and professionalism in a complex, high-profile, and rapidly changing environment
• Excellent oral and written communication skills

Preferred:

• Ability to anticipate executive needs and collect or prepare information for executive review and action, with strong organizational skills and attention to detail
• Experience with Workday, eMarketplace, Aravo, Concur, Totality, Sharepoint, MS Teams
• Computer and systems savvy
• Experience supporting global organizations
• Strong leadership, interpersonal, collaboration, analytical and problem-solving skills
• Sound judgment and discretion with ability independently to assess and resolve complex situations and shift priorities as the need arises
• Model for positive, “can-do” attitude and Credo values
• Challenges the status quo, looks for and adopts best practices, embraces change
• Demonstrates efficiency and comfort in a fast-paced environment

Skills

• Project coordination
• Calendar management
• Confidential communications
• Meeting facilitation
• Relationship management
• Hybrid/workforce coordination
• Technical proficiency in Microsoft 365, Concur, SharePoint, Zoom, Teams

Education

• A minimum of a high school diploma required; Associate's or Bachelor’s Degree preferred

Additional Requirements

• May require up to 10% domestic and/or international travel to other sites and locations