Sr. Administrative Assistant

Role Summary

Senior Administrative Assistant to support the Global Investigations & Government Litigation team in New Brunswick, NJ. This role provides proactive administrative support, partners with leaders and staff across the Global Legal Organization, and operates effectively in a matrixed environment.

Responsibilities

• Responsible for calendar management and coordinating schedules
• Coordinate complex schedules and travel arrangements
• Coordinate conference room scheduling and catering for larger meetings as needed
• Submit and reconcile expense reports in Concur
• Manage confidential business documentation: emails, correspondence, files, and documents with the highest level of professionalism
• Assist in the preparation of high caliber presentation materials
• Manage special projects and ad-hoc requests as needed
• Be the face of the team when hosting team meetings or visitors while they are onsite
• Actively stay informed of company policies, procedures, and guidelines relevant to the functioning of the department and provide guidance of such to applicable staff
• Provide backup for other Administrative Assistants and/or LLT Executive Lead as needed

Qualifications

• Required: A High School diploma or equivalent
• Required: A minimum of 5 years as an assistant supporting executives, their direct reports, and their teams
• Required: Proficiency in MS Office Suite: Outlook, Excel, Word, PowerPoint, and Teams
• Required: Proficiency in J&J Systems/Portals: Concur, AMEX Travel, Summit, AskGS, and IRIS
• Required: Global calendaring experience in a complex matrix environment understanding time zone impacts to meetings and travel schedules
• Required: Strong verbal, written communication, interpersonal skills, and attention to detail
• Required: Excellent analytical, problem-solving, organizational and prioritization skills
• Required: Self-motivated and must possess the ability to work independently with minimal supervision
• Required: Flexibility to adjust to changing business environments to ensure an organized experience to internal and external teams
• Required: Proven ability to build and support strong, positive relationships with internal and external business partners
• Required: Display business and emotional intelligence
• Required: Demonstrate accountability for role responsibilities and actions
• Required: Maintain the highest standards of integrity
• Preferred: A Bachelor’s degree
• Preferred: Project Management experience
• Preferred: MS Project
• Preferred: MS Forms
• Preferred: MS Visio
• Preferred: Excel Pivot Tables
• Preferred: OneNote
• Preferred: SharePoint
• Preferred: Home content management
• Preferred: eMarketplace experience

Skills

• Required: Proficiency in MS Office Suite and J&J systems/portals
• Required: Strong communication, organizational, and problem-solving abilities
• Preferred: Project Management tools and Microsoft 365 applications

Education

• High School diploma or equivalent (Required)
• Bachelor’s degree (Preferred)