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Administrative Assistant - J&J Design

Company: Johnson & Johnson
Location: Walton
Posted on: April 8, 2021

Job Description:

Job Description

J&J Design, part of the Johnson & Johnson Family of Companies, is recruiting for an Administrative Assistant supporting our Leadership Team located in New York, NY with consideration given to remote candidates within the NY and NJ area.

We are Johnson & Johnson, the most recognized health and personal care company in the world. Founded in 1886, J&J is a Fortune 50 company with nearly 135,000 employees in more than 275 companies across 60 countries. We blend heart, science and ingenuity to profoundly change the trajectory of health for humanity. This is our purpose. This is what sets us apart.

J&J Design works globally across the Company's business segments: Consumer Health, Pharmaceuticals, Medical Devices and Corporate. By utilizing the power of design, we optimize the user experience for consumers, employees, healthcare providers and patients.

We are not a traditional design studio. Because we collaborate with our business partners at the inception of product, service and/or experience development, we are able to both shape and execute programs that will reach the 1+ billion customers-per-day-that Johnson & Johnson serves.

We are committed to building an authentic and inclusive environment where you will thrive both personally and professionally.

Candidate Profile

You are focused and enthusiastic - providing varying degrees of support for a Senior Leadership team of 9 professionals. This role requires managing calendars, scheduling meetings and interviews; coordinating technologies such as Zoom, Microsoft Teams and Poll Everywhere; arranging occasional travel and submitting expense reports. There may be additional requests including IT support tickets, position management, purchase order requests, supply orders and inputs to our studio management system.

You are a highly organized, talented self-starter and expert problem-solver, with a positive management style who proactively juggles multiple requests and tasks simultaneously. You have excellent follow-through and display confidence and good humor in the face of change.

You display a high level of purpose, take immense pride in your work and will only deliver excellence in quality while meeting critical deadlines.

Primary Responsibilities

  • You will manage, via Microsoft Outlook, the calendars for up to 8 Senior Design Leaders including scheduling both one-time and recurring appointments, resolving calendar conflicts and coordinating interviews
  • Through careful observation of each Leader's calendar and meeting details you will actively seek opportunities for time management, including balance of meeting and "desk" time and avoiding unnecessary duplication of meetings
  • You will partner and build relationships with the administrative teams of other Leaders to ensure clarity of communication, seamless scheduling and management best practices
  • The Leaders have a variety of needs, and you will adapt to support 2 with complex calendars and partner relationships; 7 with minimal to moderate activity. All have Senior Executive interactions with leaders in multiple locations
  • Organize and prepare monthly expense reports for Leader submission on the Concur platform, inclusive of reconciling AmEx statements against receipt collection and maintenance of Company mobile phone accounts. By following-up with each Senior Leader, ensure submissions are on time and in full accordance with the Company's standards and guidelines
  • Partner with the Executive Admin and Chief of Staff to balance workloads, meetings and team management responsibilities while prioritizing requests from the Chief Design Officer. May serve as backup to the EA on occasion
  • Support the successful outcome of scheduled events/meetings/workshops by coordinating meeting technologies, online catering and order fulfillment as needed (when the Senior Leaders are no longer working remotely)
  • Submit and supervise technology requests to minimize frustration, remove roadblocks and ensure productivity
  • Partner with the Operations team to support purchase order submissions, monthly birthday and service anniversary announcements and new hire introductions as needed
  • You may coordinate with Solutions LT and Talent Operations to support data entry into our Studio Management System as needed
  • When no longer working remotely, you will pre-register the Leaders' visitors using the corporate entry system and remotely coordinate with J&J Security and J&J soft services to greet and direct guests
  • Other duties as assigned


    • A minimum of a high school diploma is required. Associate's, Bachelor's degree or CPS preferred
    • At least five (5) years of administrative experience is required
    • Expert-level experience with Microsoft Outlook and other Office365 software is required
    • Active listener, applying empathy and foresight to make our leaders' jobs as streamlined as possible
    • Positive, patient, personable and professional with strong networks and superior verbal and written skills
    • Tech-savvy for PC and Mac is required
    • Naturally proactive, efficient and highly organized is preferred
    • Highly experienced in executive communications and handling confidential information with discretion is preferred
    • Dependable, with close attention to detail and seamless follow-through
    • Fast learner with an eagerness to apply strengths and new skills
    • Sound judgement, decisive and able to prioritize

      The Fine Print
      • The position is remote and will require no travel during the pandemic. In the future, occasional presence in the studio once every week or two may be requested
      • Due to the nature of the role, the schedule may shift to accommodate early or late requests, so some flexibility to normal business may be requested, however overtime hours will be rare
        Above all else
        • Friendly, thoughtful and perpetually curious
        • Humble to your core with a sharp emotional intelligence
        • Able to build trust, even when communicating a dissenting point of view

          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.

Keywords: Johnson & Johnson, Scranton , Administrative Assistant - J&J Design, Administration, Clerical , Walton, Pennsylvania

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