Sr. Administrative Assistant

At Johnson & Johnson, we believe health is everything. Our strength in healthcare innovation empowers us to build a world where complex diseases are prevented, treated, and cured, where treatments are smarter and less invasive, and solutions are personal. Through our expertise in Innovative Medicine and MedTech, we are uniquely positioned to innovate across the full spectrum of healthcare solutions today to deliver the breakthroughs of tomorrow, and profoundly impact health for humanity. Learn more at https://www.jnj.com

Job Function:

Business Support

Job Sub Function:

Administration & Secretarial

Job Category:

Business Enablement/Support

All Job Posting Locations:

Cambridge, Massachusetts, United States of America

Job Description:

We are searching for the best talent for a Sr. Administrative Assistant to support our Neurodegeneration team in Cambridge, MA.

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.

About Innovative Medicine

Our expertise in Innovative Medicine is informed and inspired by patients, whose insights fuel our science-based advancements. Visionaries like you work on teams that save lives by developing the medicines of tomorrow.

Join us in developing treatments, finding cures, and pioneering the path from lab to life while championing patients every step of the way.

Learn more at https://www.jnj.com/innovative-medicine

Position will provide administrative support to two VPs: Neurodegeneration DAS leader and Neurodegeneration clinical development head, with limited supervision.  Individual is required to work independently and as part of a team.   Needs to be proactive.  The Senior Administrative Associate takes initiative by acting independently and assumes responsibility for special projects/meetings.  Communicates and interacts daily with individuals from various countries and at all levels using influence, negotiating and verbal skills.  Flexibility, judgment and discretion, independently assess and resolve complex situations/problems, and flexibility to respond to shifting priorities.  This position requires a high level of flexibility. Support will also include engaging in routine and complex document preparation and file management.  Requires responding in place of manager on routine and sometimes complex matters.  Continues to operate at full capacity in the absence of manager.  Performs advanced administrative responsibilities. Must possess extensive knowledge of and demonstrated ability with personal computers and associated office software programs.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Includes the following; additional duties may be assigned as needed).

• Calendar Administration: provide high-level calendar support. Schedule meetings, reserve conference rooms, verify and arrange for needed A/V equipment, make food/catering arrangements, set up audio conference and live meetings, prepare agendas, and proactively resolve meeting conflicts. 
• Travel Coordination: make travel arrangements for staff members as requested using Corporate Travel Online system and according to the department process.
• Coordination of J&J R&D Candidate Interviews
  • Interview Schedule Preparation
  • Candidate Travel/Lodging/Ground arrangements
• On-Boarding of New Hires
  • Relocation activities (travel and lodging)
  • Email accounts and WWID’s
  • Computer Equipment/ Cell Phones
  • Office/Move Request
  • Employee Record Initiation in HR System
• Engage in routine and complex document preparation.
• File management (eRoom/SharePoint/MSteams).
• Contact Management: contact lists and organizational charts.  Maintain department org charts and contact telephone lists. 
• Team list updates.
• Critical review and proof of documents.
• Planning/Coordination of internal/external Clinical Expert Advisory Board Meetings & Committee Meetings
  • Venue Review/Selection
  • Catering/AV Requirements
  • Travel/Lodging/Ground for internal and external participants
  • Agenda/Meeting Materials
• Contract Preparation
  • CDA Execution
  • Vendor Ads
  • HCC Compliance Document Prep for review/approval
  • Invoice Processing
  • Payment Processing
  • Tracking/Reporting of HCC Related Payments
• Extensive knowledge of J&J internal systems and applications: 
  • SharePoint
  • Service Order Requests using SRM tool
  • On-site catering services
  • Corporate Travel Online
  • Planning and logistics for special on-site or off-site meetings
• Ordering of office supplies

REQUIRED EDUCATION and EXPERIENCE: 

• A minimum of a high school diploma is required (Associates degree preferred); Additional training/certification is preferred. 
• A minimum of 5 years of administration experience is required. 
• Must have experience supporting multiple individuals at multiple levels and be proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook, etc.). 
• Experience with coordinating daily calendars for management, scheduling meetings, coordinating offsite meetings and domestic and international travel. 
• Must present him/herself in a professional manner, very detail-oriented, and well organized. 
• Demonstration of excellent administrative and organizational skills, verbal and written communication skills and knowledge of J&J Corporate organization/procedures is required. 
• Past demonstration of strong attention to detail and accuracy, maintaining confidentiality and professionalism, and the capability of working in a dynamic, fast-paced, multicultural, international environment are required.
• Ability to work in Cambridge, MA is required

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.

The anticipated base pay range for this position is :

$53,900 - $86,000

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.