Executive Administrative Assistant

$57,000 - $92,000/Yr

Johnson & Johnson - New Brunswick, NJ

Full-time - Entry Level

Remote - New Brunswick, NJ

Chemical Manufacturing

About the position

Johnson & Johnson is recruiting for an Executive Administrative Assistant located in New Brunswick, NJ. This role is pivotal in providing comprehensive administrative support to the Integration Leader of Shockwave Medical for Johnson & Johnson MedTech. The position requires a proactive individual who can manage a variety of tasks including scheduling and prioritizing internal and external meetings, event planning and execution, travel arrangements, and expense reporting. The Executive Administrative Assistant will also be responsible for limited document management and collaboration across the team. Critical capabilities for this role include flexibility, approachability, advanced organizational skills, and proactivity. The expectation for this position is to work in the office 3-4 days per week and work from home 1-2 days per week, in accordance with the J&J Flex Policy. Johnson & Johnson emphasizes the importance of health and innovation in healthcare, aiming to build a world where complex diseases are effectively managed. The company has a strong commitment to diversity, equity, and inclusion (DEI), which is integral to its culture and business practices. The Executive Administrative Assistant will play a key role in supporting the Integration Leader and collaborating with other team members to ensure smooth operations within the department. The responsibilities of the Executive Administrative Assistant include direct support for the Integration Leader, managing calendar and travel coordination, expense reporting, and working with the Integration Management Office (IMO). The role also involves planning the yearly calendar of leadership meetings and events, collaborating with other Executive Assistants, and managing department materials such as organization charts and distribution lists. The ideal candidate will have a meticulous orientation to detail, strong organizational skills, and the ability to interact with senior-level management while maintaining confidentiality.

Responsibilities

• Direct support for the Integration Leader of Shockwave Medical for Johnson & Johnson MedTech, including calendar management and travel coordination.
• Expense reporting and working with the Integration Management Office (IMO).
• Provide support as needed to select team members within the department (e.g., Sr Directors).
• Plan yearly calendar of leadership meetings and events collaborating with other EAs accordingly.
• Work with VP on planning and sharing agenda topics with anticipation.
• Planning for large department meetings/events & the VP's Leadership Team activities.
• Manage department materials (e.g., organization charts, distribution lists, conference rooms) and support SharePoint and other related repositories.
• Collaborate with functions/BUs and administrative staff.

Requirements

• A minimum of a High School diploma.
• A minimum of 6 years of business experience.
• Expert skills in Outlook, PowerPoint, Excel, and Word.
• Experience with expense reporting.
• Experience in coordinating team events, team meetings, and town halls.
• Excellent verbal and written communication skills, with exceptional interpersonal skills.
• Meticulous orientation to detail and strong organizational skills.
• Role models ethics and compliance.
• Sense of urgency required while demonstrating a high degree of professionalism.
• Demonstrated experience interacting with senior level management and maintaining a high level of confidentiality.
• Ability to successfully prioritize and provide accurate follow up on all issues and correspondence.
• Self-starter mentality with a strong sense of ownership and involvement.
• The ability to manage complex work with minimal supervision, and adapt in a fast-paced environment.
• Proactive calendar management skills.
• Experience with purchase orders.
• Collaboration with the extended team and other executive administrative assistants.
• Experience in managing team agendas and follow up as necessary.

Nice-to-haves

• Advanced education or training.
• Proficiency with productivity tools and portal technology (Workday, OUR SOURCE, Zoom, SharePoint, Teams, Smartsheets, and OneDrive).

Benefits

• Disability insurance
• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Short- and long-term disability
• Business accident insurance
• Group legal insurance
• 401(k) retirement plan
• Vacation - up to 120 hours per calendar year
• Sick time - up to 40 hours per calendar year; for employees who reside in the State of Washington - up to 56 hours per calendar year
• Holiday pay, including Floating Holidays - up to 13 days per calendar year
• Work, Personal and Family Time - up to 40 hours per calendar year