Executive Assistant

Role Summary

Executive Assistant in Miami, FL supporting the Janssen International Vice President. Provides administrative support, manages calendars, coordinates travel, prepares expense reports, assists with procurement, and organizes meetings and events. Collaborates with administrative teams and cross-functional stakeholders to ensure business continuity and effective executive support.

Responsibilities

• Supervise and coordinate overall administrative activities for Janssen International Vice President.
• Manage and maintain executive's schedule (VP).
• Travel arrangement such as: issue the ticket using approved agencies, book hotels, set up ground transportation and fill out the subscription for Congresses as needed.
• Prepare expense reports through with documentation for IVP as needed.
• Support in Procurement process, working with internal systems to create vendors, open requests for purchase orders, pay vendors and process invoices.
• Collect, prepare information and reports for management use.
• Prepare all logistics of meetings and events, internal and external, including invitations, venues, meals, booking of hotels and transportation, visual equipment.
• Interacts with other administrative teams, as well as leaders and cross-functional stakeholders in the organization to deliver on IVP business needs.
• Collaborate with a small group of administrative assistants, securing deployment of company policies, sharing relevant information, manage vacation schedule and leaves of absence to secure business continuity and appropriate business support.
• Training the new assistant members.

Qualifications

• Required: A High School diploma is required; an Associate or Bachelor's degree is preferred
• Required: A minimum of 6 years related experience
• Required: Advanced skills in writing, reading and speaking in English and Spanish or Portuguese
• Required: This individual will have excellent verbal and written communication skills, with outstanding interpersonal skills
• Required: Proficiency in Microsoft Office programs (Teams, Word, Excel, PowerPoint, and Outlook)
• Required: Proficiency with communication tools and portal technology (Our Source, Zoom, SharePoint, Workday and Concur sites) is required.
• Required: Demonstrate discipline, organization and positive "can do" attitude.
• Required: Capable of working well in a dynamic environment.
• Required: Good interpersonal relationships and a team player