Administrative Support Specialist

4 days ago

House Springs, Missouri, United States J&J Family of Companies Full time
About the Role

We are seeking a highly skilled and experienced Senior Administrative Assistant to provide exceptional support to the Vice President of DTMP at JJIM. This is a unique opportunity to join a dynamic team and contribute to the success of our organization.

Key Responsibilities
  • Provide proactive and efficient calendar management for the DTMP Vice President, ensuring optimal time management and prioritization.
  • Schedule and coordinate virtual and in-person meetings, reserving conference rooms, arranging A/V technicians, and ensuring seamless meeting execution.
  • Handle catering arrangements, regularly update meeting agendas, and proactively resolve scheduling conflicts to maintain smooth operations.
  • Plan, organize, and coordinate meetings involving external speakers, consultants, and committee members, ensuring all logistics are professionally managed.
  • Oversee venue selection, catering, A/V needs, and travel/lodging arrangements for internal and external participants, ensuring a seamless experience.
  • Prepare detailed meeting agendas, materials, and distribute them in a timely manner to ensure productive and focused sessions.
  • Arrange both domestic and international travel for the DTMP Vice President using the Corporate Travel Online system, adhering to the organization's Travel Policy and ensuring travel logistics are seamless.
  • Prepare, review, and submit expense reports and reimbursement requests, ensuring accuracy and compliance with travel policies and procedures.
  • Organize candidate interview schedules, handle travel, lodging, and transportation arrangements for candidates, and manage and coordinate VPs direct report new hires onboarding activities.
  • Maintain and regularly update department organizational charts and contact telephone lists to ensure accurate and accessible information.
  • Manage office supply orders using the Ariba buyer system/eMarketplace and perform advanced administrative responsibilities requiring sound judgment, discretion, and the ability to independently assess and address complex situations.
Requirements
  • A minimum of a high school diploma is required; an Associate's degree is preferred.
  • At least 5 years of administrative experience is required.
  • Additional training or certifications related to administration are preferred.
  • Experience providing support to multiple individuals at various organizational levels is required.
  • Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, etc.) is required.
  • Experience coordinating daily calendars for management, scheduling meetings, organizing offsite meetings, managing domestic and international travel, and preparing PowerPoint presentations is required.
  • Must present themselves in a professional manner, with strong attention to detail and excellent organizational skills.
  • Demonstrated ability to perform administrative and organizational tasks effectively, along with strong verbal and written communication skills, and a solid understanding of corporate organization and procedures is required.
  • Proven track record of maintaining confidentiality, attention to detail, and professionalism, while working in a fast-paced, multicultural, and international environment is essential.
About Johnson & Johnson

Johnson & Johnson is an Affirmative Action and Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

Primary Location NA-US-Pennsylvania-Spring House

Organization Janssen Research & Development, LLC (6084)

Job Function Administration & Secretarial

Req ID: W

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