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Job Function:

Business Support

Job Sub Function:

Administration & Secretarial

Job Category:

Business Enablement/Support

All Job Posting Locations:

New Brunswick, New Jersey, United States of America

Job Description:

We are searching for the best talent for a Sr. Administrative Assistant to support our Enterprise Functions HR team in New Brunswick, NJ.

Per our J &J Flex Policy, 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.

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.

Johnson & Johnson is an 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, disability, protected veteran status or other characteristics protected by federal, state or local law. We actively seek qualified candidates who are protected veterans and individuals with disabilities as defined under VEVRAA and Section 503 of the Rehabilitation Act.

Johnson & Johnson is committed to providing an interview process that is inclusive of our applicants’ needs. If you are an individual with a disability and would like to request an accommodation, please contact us via https://www.jnj.com/contact-us/careers or contact AskGS to be directed to your accommodation resource.

Required Skills:

Preferred 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

The anticipated base pay range for this position is :

$52,500 - $82,000

Additional Description for Pay Transparency:

This position is eligible for overtime. Subject to the terms of their respective plans, employees and/or eligible dependents are eligible to participate in the following Company sponsored employee benefit programs: medical, dental, vision, life insurance, short- and long-term disability, business accident insurance, and group legal insurance. Subject to the terms of their respective plans, 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 policies and date of hire, Employees are eligible for the following time off benefits: Vacation –120 hours per calendar year Sick time - 40 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 Condolence Leave – 30 days for an immediate family member: 5 days for an extended family member Caregiver Leave – 10 days Volunteer Leave – 4 days Military Spouse Time-Off – 80 hours Additional information can be found through the link below. https://www.careers.jnj.com/employee-benefits

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