Executive Administrative Assistant

Janssen Pharmaceutical Companies of Johnson & Johnson is recruiting for an Executive Administrative Assistant located in Gurabo, Puerto Rico. At the Janssen Pharmaceutical Companies of Johnson & Johnson, we are working to create a world without disease. Transforming lives by finding new and better ways to prevent, intercept, treat and cure disease inspires us. We bring together the best minds and pursue the most promising science. We are Janssen. We collaborate with the world for the health of everyone in it. Learn more at www.janssen.com and follow us @JanssenGlobal. Reporting to the Janssen Gurabo GM the Executive Administrative Assistant provides support to the Vice President and his organization managing routine duties, taking initiative, acting independently and assumes responsibility for special projects/meetings. Under limited supervision/general direction and in accordance with all applicable federal, state, and local laws/regulations and Corporate Johnson & Johnson, procedures, and guidelines, this position: Jobholder is required to exercise sound judgment and discretion, independently assess, and resolve complex situations/problems, and flexibility to respond to shifting priorities. Requires responding in place of manager on routine and sometimes complex matters. Under minimal supervision, performs advanced administrative responsibilities (i.e., compose correspondence based on knowledge of professional intentions; prepares documents of a highly confidential and sensitive nature, receive visitors and general office work). In addition, this individual will be responsible for maintaining the department budget, ordering office supplies (using applicable system), Share Point administration and maintenance, preparing slide presentations requiring advanced PowerPoint skills, utilizing calendar and project management software, organizing both small and large meetings (covering both US and International sites). Leads the Janssen SC Administrative Council (global) where the incumbent is responsible for connecting with all administrative support for the Segment and promoting consistency in use of tools, participation in Global Initiatives and service (central hub). Performs analysis to identify effectiveness of existing programs to support meetings/activities or complex scheduling request and needs of new programming and system such as Yammer, Pigeonhole, etc. Develops solutions to a variety of complex problems such as changeable calendars, manage and prioritize high volume of meeting requests and scheduling tasks, make complex domestic and international travel arrangements, and manage expense reports Designs, develops, and implements various programs, projects and assignment aligned with functional process and service. Such as independently organize and arrange all logistical details for global and team meetings onsite or offsite, including preparation of meeting agendas, coordination of meeting logistics, managing technology requirements, presentations, and compilation of minutes. Communicates and interacts daily with individuals from various countries and at all levels using influence, negotiating and verbal skills. Will handle highly confidential, proprietary information. Performs administrative duties including word processing, answering telephones, making travel arrangements (including international), making copies, handling mail, processing invoices, and maintaining files with a high degree of accuracy and confidentiality, updates org charts, and provides computer assistance. Comply with all environmental, safety and occupational health policies. (i.e., ISO14001 & OSHAS18001) Responsible for ensuring personal and Company compliance with all Federal, State, local and Company regulations, policies, and procedures. Performs other duties assigned as needed. Qualifications A high school diploma is required; an Associate’s or Bachelor’s degree is preferred. Minimum of 8 years of advanced administrative support level experience is required. Must possess advanced PowerPoint, Microsoft Word, Microsoft Excel and Outlook skills. Must demonstrate excellent administrative and organizational skills, verbal and written communication skills and knowledge of J&J Corporate organization/procedures. Must possess a working knowledge of Ariba or equivalent accounting or other AP system, CONCUR global travel and expense reporting systems or other online travel arrangement system are desirable. Must demonstrate great attention to detail and ensure accuracy, must maintain confidentiality and professionalism, and must have the capability to work in a dynamic, fast-paced, multicultural, international environment. Must be fully bilingual (English and Spanish) reading, writing, and speaking. Flexibility, company knowledge and advanced organizational skill are essential Individual must be customer and employee focused, able to multi-task, and able to work under minimal supervision. Exceptional interpersonal skills required. At Johnson & Johnson, we’re on a mission to change the trajectory of health for humanity. That starts by creating the world’s healthiest workforce. Through cutting-edge programs and policies, we empower the physical, mental, emotional and financial health of our employees and the ones they love. As such, depending on location and subject to local legislation, candidates offered employment may be required to show proof of COVID-19 vaccination or, in certain countries, secure an approved accommodation prior to the commencement of employment to support the well-being of our employees, their families and the communities in which we live and work. If you are invited to interview for the position, your recruiter will advise on the vaccine requirement status in your geographic location. 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 United States-Puerto Rico-Gurabo- Organization Janssen Ortho LLC (2162) Job Function General Administration Requisition ID 2206091430W