Sr. Administrative Assistant, Human Resources

Role Summary

Sr. Administrative Assistant to support the Enterprise Functions HR team in New Brunswick, NJ. This role provides high-level administrative support to senior leaders, including complex calendar coordination, travel arrangements, meeting logistics, document management, and facilitation of onboarding and offboarding activities, while maintaining professionalism and confidentiality in a dynamic, global environment.

Responsibilities

• Complex Calendar Coordination for two HR Vice Presidents: Manage complex calendar scheduling and arrange meetings with internal and external partners, utilizing prioritization skills to resolve conflicts.
• Meeting Logistics: Partner closely with leaders to organize both virtual and in-person team meetings. Provide logistical support, including technology setup, meals, room arrangement, agendas, and meeting materials/presentations. Offer onsite support as needed by coordinating with speakers and sourcing locations.
• Department Activities: Handle various department-specific activities in a proactive manner.
• Travel Coordination: Arrange international and domestic travel through Concur/AMEX Business Travel, preparing detailed itineraries and managing passport and visa applications/renewals as necessary.
• Expense Report Processing: Manage complex expense reports and ensure credit card balances, including meeting card accounts, are reconciled monthly for senior leaders and during complex international travel.
• Organizational Management: Own and update organizational charts and Outlook distribution lists.
• Communicate effectively with internal/external partners at all organizational levels.
• Professional Standards: Maintain high standards of professionalism, efficiency, personal communication, discretion, and independent judgment.
• File and Document Management: Independently manage complex files (administration and content) for directors and above. Assist in the creation of presentation materials and handouts for meetings. Archive department documents according to established guidelines and procedures.
• Administrative Guidance: Provide guidance on administrative tasks for the global department as needed, including researching J&J policies (e.g., travel and expense, Purchase Order aCREW process, new hire onboarding).
• Purchase Order Processing: Handle purchase order processing for Directors and above and monitor the financial administration of the department, including initiating and following up on complex purchase orders and presenting expenditure overviews.
• IT Training and Systems Use: Stay updated with IT-related training for various systems and features (e.g., Zoom, Teams) and perform administrative functions in various systems (HR systems, training platforms, time management systems, sourcing tools). Administration and maintenance of the department(s’) SharePoint site(s).
• Recruitment and Onboarding Support: Assist in recruitment and onboarding activities for new employees and contractors, as well as facilitate offboarding processes.

Qualifications

• A minimum of a High School diploma is required; An Associate's or Bachelor’s degree is preferred.
• A minimum of 6 years of advanced administrative experience or comparable business experience.
• Experience supporting multiple Senior Directors or higher.
• Ability to discreetly handle sensitive and confidential information.
• Ability to prioritize tasks, maintain confidentiality, and operate with poise and professionalism in a complex, high-profile, and constantly evolving environment.
• Ability to anticipate executive needs and collect or prepare information for executive review or action, demonstrating strong organizational skills and attention to detail.
• Strong leadership, collaboration, and critical thinking skills.
• Demonstrated efficiency and comfort in a fast-paced environment.
• Experience coordinating meetings across multiple time zones.
• Prior experience in a global role is highly preferred.
• Proficiency in MS Office Suite (Outlook, PowerPoint, Excel, Word) is required.
• Proficient in current technology platforms including OneDrive, Teams, Zoom, SharePoint, Concur Travel & Expense, Ask GS, Workday, Our Source, and e-Marketplace.
• Knowledge and understanding of the processes, structures, cultures, and networks of the department and organization.
• A minimum of intermediate proficiency in English (reading, writing, and speaking) with the ability to communicate effectively.

Skills

• Accountability
• Administrative Support
• Business Writing
• Communication
• Customer Centricity
• Data Capturing
• Diary Management
• Document Management
• Event Management
• Microsoft Office
• Office Administration
• Organizational Knowledge
• Organizing
• Presentation Development
• Process Oriented
• Professional Ethics
• Travel Planning
• Typing