Note: The job is a remote job and is open to candidates in USA. Johnson & Johnson is a healthcare company focused on Innovative Medicine and MedTech solutions. The Senior Administrative Assistant will support the Global Digital and Regulatory Policy team within Worldwide Government Affairs and Policy by managing administrative processes, budgets, procurement, documents, portals, meetings, communications, and reporting activities.
Responsibilities
- Know and adhere to the Johnson & Johnson Code of Business Conduct and all other requirements relevant to the role and demonstrate behaviors consistent with Our Credo values
- Be the public face of the team you support, and represent them, our WWGA&P Department, and the Company professionally and effectively in all interactions
- Be fully aware of and current with the supervisors’ responsibilities
- Communicate effectively with internal and external partners at all levels, including on confidential and critical matters
- Budget Administration: Maintain budget spreadsheet with up-to-date status of procurement and domestic/international travel activity
- Procurement: Assist with preparation of agreements and contracts with outside consultants and vendors, submit purchase orders and/or check requisitions (Health Care Compliance GO-EX, International Contracts Database [ICD], eMarketplace) in compliance with J&J company policies
- Document Preparation & Maintenance: Draft memorandums, correspondence, and/or presentations as needed. Critically review and proofread documents, including policy assets such as position and white papers. Appropriately handle documents and matters of a highly confidential nature with discretion. Coordinate electronic file management of documents to ensure version control and organization of files (Microsoft Teams, SharePoint)
- Receive, organize, summarize, and place filters on J&J responses, comments and/or policy positions submitted
- Manage portal-related submissions and ensure they are placed in the correct area of the site
- Manage Home external contractor in posting of materials and updates to site, including for economic and social footprint materials
- Forward approved submissions to site vendor with detailed posting instructions
- Create and summarize postings for WWGA&P weekly highlights article. Send to editor of *WWGA&P News* for review and approval of article
- Post weekly *WWGA&P News* announcements and articles on Home site; manually post People News; provide instructions to the vendor for the news articles
- Respond to portal and Home sites inquiries and refer to appropriate team member, when appropriate
- Attend monthly Home meetings and Home editor trainings
- Troubleshoot any portal-related issues with the vendor and any Home-related issues with the Home team
- Customize team sites on the portal
- Search for and provide archived articles on the Portal in response to inquiries received
- Project and Meeting Coordination: Manage timelines and schedule meetings with internal business partners and external consultants, identify continuous improvement opportunities to support efficiency and effectiveness
- Tracking & Communication Support: Monitor progress against deadlines and send email reminders in advance of deadlines
- Document Management: Maintain SharePoint repositories, control access to sensitive reports, and support SharePoint improvements to elevate user experience for internal stakeholders
- Master use of all technology associated with your support of the team
- Proactively anticipate the needs of the team. Able to handle a workload that may involve critical deadlines
- Demonstrate strong attention to detail and follow-through on all assigned tasks
- Assemble relevant data, compile statistics or information as directed
- Build and maintain effective relationships and trusted partnerships with department
- Develop in-depth knowledge of department objectives, policies and procedures. Acquire knowledge of department organizational structure
- Answer phones, direct inquiries and ensure back-up coverage for the team, when needed
- Provide back-up coverage to other administrative desks in the Worldwide Government Affairs & Policy Department, as needed
- Maintain J&J Credo objectives
- Work on special projects, as needed, including meeting planning and coordination
Skills
- A minimum of a high school diploma is required
- Position requires 5 years of experience serving in an administrative support capacity
- Prior experience providing administrative support to multiple mid-level leaders such as Directors is
- Proficiency in Microsoft Office programs, including intermediate to advanced proficiency in Outlook, OneDrive, Word, Excel, PowerPoint is required
- Ability to learn specialized computer software used for expense reporting, travel reservations, procurement and other applications (such as Concur, Health Care Compliance GO-EX, International Contract Database, eMarketplace, Salesforce, etc.)
- Prior experience with expense reporting is required
- Experience coordinating business travel (domestic and international), including flight, hotel and transportation, is required
- Excellent time management skills required
- A technologically savvy problem solver is required
- Expertise in document preparation, redlining, and proofreading is required
- Strong interpersonal skills, excellent attention to detail and ability to exercise both discretion and sound judgment are required
- Must be a self-starter with ability to work independently in the absence of supervisors, and to multitask and prioritize workload against critical deadlines in a multifaceted, fast-paced, multicultural, international environment is required
- Ability to anticipate stakeholder needs without direct instruction and be proactive in addressing them is required
- Strong organizational skills and the proven ability to prioritize work is required
- Must be a strong team player with the ability to coordinate with other administrative staff
- The ability to travel occasionally – less than 10% local/domestic travel may be required
- An Associate's degree or higher and/or CPS is preferred
- Prior experience working in a federal affairs or law department or government agency is preferred
Benefits
- Fully remote role
- Employees are eligible to participate in the Company’s consolidated retirement plan (pension) and savings plan (401(k)), subject to the terms of their respective plans.
- Vacation –120 hours per calendar year
- Sick time - 40 hours per calendar year; for employees who reside in the State of Colorado –48 hours per calendar year; for employees who reside in the State of Washington –56 hours per calendar year
- Holiday pay, including Floating Holidays –13 days per calendar year
- Work, Personal and Family Time - up to 40 hours per calendar year
- Parental Leave – 480 hours within one year of the birth/adoption/foster care of a child
- Bereavement Leave – 240 hours for an immediate family member: 40 hours for an extended family member per calendar year
- Caregiver Leave – 80 hours in a 52-week rolling period10 days
- Volunteer Leave – 32 hours per calendar year
- Military Spouse Time-Off – 80 hours per calendar year
Company Overview
Company H1B Sponsorship