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JOB DESCRIPTION:

Johnson & Johnson is recruiting for a (Casual Part Time) Sr. Administrative Assistant located in Washington, DC. This position will work 19.5 hours per week.
This role will operate under the direct supervision of Johnson & Johnson Senior Director, National Policy and Advocacy providing administrative support to Senior Director, US National Policy and Advocacy and the Senior Director, U.S. Health Policy.

JOB QUALIFICATIONS:

• A minimum of a high school diploma is required; an Associate’s degree or higher and/or CPS is preferred.
• Position requires a minimum of five (5) years of experience serving in an administrative support capacity.
• Prior experience providing administrative support to multiple mid-level leaders such as Directors is required.
• Proficiency in Microsoft Office programs, including intermediate to advanced proficiency in Outlook, OneDrive, Word, Excel and 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 preferred
• Experience coordinating domestic and international travel, including flight, hotel and transportation, is required.
• Must have excellent time management skills.
• 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 dynamic, 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.
• Occasional overtime may be required.
• Must be able to travel up to 10% of the time to domestic destination.

The Senior Administrative Assistant will provide administrative support to at least two (2) senior directors/directors within the Johnson & Johnson North America Innovative Medicine and will be responsible to:

• 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 directors you support, and represent them, our IM US Operations 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.

Perform administrative tasks for directors, as requested, including:

• Calendar Administration: proactively and thoughtfully manage directors’ calendars and contacts in MS Outlook; schedule business-related meetings/conferences including web-based or Global Connect, Zoom, Microsoft Teams; coordinate availability with attendees; reserve conference rooms; verify and arrange for needed A/V equipment; organize food/catering arrangements; and proactively resolve meeting conflicts.
• Travel Coordination: organize thoughtful and efficient business-related domestic and international travel and manage logistics of travel-related activities (flight, hotel and transportation)—including application for travel visas.
• Business Expense Reporting: collect receipts, enter expenses into expense reporting system (Concur) and maintain documentation for submitted expenses in compliance with J&J company policies.
• 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, eMarketplace) in compliance with J&J company policies.
• Answer phones, direct inquiries and ensure back-up coverage for the directors you support, when needed.
• Deliver an excellent visiting experience to visitors.
• Document Preparation & Maintenance: Draft memorandums, correspondence, and/or presentations as needed. Critically review and proofread documents. 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).
• Maintain Client Relationship Manager (CRM) updates for leaders.
• Demonstrate flexibility and the ability to independently manage and respond to multiple priorities and shifting demands while maintaining the sense of urgency and intensity that the office requires.
• Proven ability to communicate effectively and articulately with all levels of the organization. Think analytically, exercise sound judgment and discretion. Assemble relevant data, compile statistics or information as directed.
• Project Management: Track deliverables, due dates and ensure follow-up as needed on projects and assignments.
• Master use of all technology associated with your support of the leaders’ roles.
• Able to handle a workload that may involve critical deadlines.
• Demonstrate strong attention to detail and follow-through on all assigned tasks.
• Build and maintain effective relationships and trusted partnerships with internal and external stakeholders.
• Develop in-depth knowledge of department objectives, policies and procedures. Acquire knowledge of department organizational structure.
• Collaborate with administrative staff colleagues in the Washington, DC office to ensure office efficiencies.
• Work on special projects, as needed.