Executive Administrative Assistant, GCSO PICS

The role requires a highly organized, proactive, and self-directed professional who can manage competing priorities, coordinate complex activities, maintain confidentiality, and enable efficient team operations.

Responsibilities

• Coordinating complex calendars
• Supporting work to prepare for meetings (including with Johnson and Johnson Innovative Medicine Group Operating Committee (GOC))
• Scheduling and arranging large and small meetings with internal, external and global partners (including GSCO, Regions, R&D partners)
• Preparing domestic and international travel, expense reports, presentations, memos and correspondence
• Coordinating preparation for team meetings, training and off-sites
• Appropriately and confidentially handling documentation in a timely manner
• Deep understanding of and an expert level of proficiency in Microsoft Office programs (Word, Excel, Teams, PowerPoint, ChatGPT, Copilot and Outlook) is required
• Solid computer skills and proficiency with productivity tools and portal technology (e.g., AskGS, Concur, Ariba, J&J eMarketplace, Global Connect, move.jnj.com, hire.jnj.com) is preferred
• Excellent verbal and written interpersonal skills, with extraordinary problem solving
• Following up on items delegated to others by the leader
• Maintaining current department-wide distribution lists for e-mail, etc.
• Screening calls and responding to complex inquiries from all levels of employees or external sources regarding a variety of questions
• Providing support on contracts, purchase orders, and other administrative support
• Providing support for large departmental and group meetings, including logistical support (meeting room space, catering requirements, AV support, agenda support)
• Partnering with other Administration Assistants in the organization and providing coverage for vacations, vacancies as needed

Qualifications

• A minimum of a high school diploma is required; a Vocational, Certificate, Technical or Associates degree preferred.
• A minimum of 8 years of executive-level administrative experience is required.
• Demonstrated expertise in Microsoft Office programs (Word, Excel, PowerPoint, and Outlook) is required.
• Experience working with systems such as HR systems (such as Workday) on-line travel systems and/or expense reporting system (such as Concur) is required.
• Demonstrated proficiency with productivity tools and portal technologies (i.e. Teams, Zoom, SharePoint sites) is required.
• Handling of large-sized internal meeting logistics is required.
• Must be able to manage multiple priorities, maintain confidentiality, and operate with poise and professionalism in a complex, high-profile, and rapidly changing environment.
• Must be able to work collaboratively as part of a team, possess exceptional communication skills (both written and verbal), operate with a high sense of urgency while maintaining a high degree of professionalism.
• Ability to utilize excellent judgment and emotional intelligence and act as trusted advisor for leaders and all departmental team members is required.
• Ability to multi-task, work with minimal supervision, and achieve results in a fast-paced environment is required.
• Strong organizational skills and experience supporting and working in a matrix organization is preferred.

This position is located in Raritan, NJ and may require occasional travel for business meetings as well as travel between PA/NJ (New Brunswick, Titusville, Spring House, Horsham) campuses.