Senior 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

Job Function:

Business Support

Job Sub Function:

Administration & Secretarial

Job Category:

Business Enablement/Support

All Job Posting Locations:

Spring House, Pennsylvania, United States of America

Job Description:

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

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

An internal pre-identified candidate for consideration has been identified. However, all applications will be considered.

We are searching for the best talent for Senior Administrative Assistant.

Key Responsibilities

• Responsible for calendar management and coordinating complex schedules
• Coordinate domestic and international travel arrangements
• Coordinate conference room scheduling and catering for larger meetings as needed
• Submit and reconcile expense reports in Concur
• Manage confidential business documentation: emails, correspondence, files, contracts and other documents with the highest level of professionalism
• Facilitate signing of contracts and handle database entry and storage of fully executed contracts
• Sort and manage mail, including critical legal documents
• Serve as Records Coordinator for onsite legal documents to ensure proper retention and destruction of records per policy
• Assist in the preparation of high caliber presentation materials
• Field inquiries for non-disclosure agreement (“NDA”) requests, administer NDA intake forms, complete NDA templates and store signed NDAs
• Manage special projects and ad-hoc requests as needed
• Be the face of the team when hosting team meetings or visitors while they are onsite
• Stay informed of company policies, procedures, and guidelines relevant to the functioning of the Global Legal Organization and provide guidance of such to applicable staff
• Remain current with company software tools and assist team with obtaining IT support as necessary
• Manage logistics of new hire requisitioning for office assignment, technology and other supplies and coordinate with facilities management on an as-needed basis as it relates to the legal office space
• Order and manage office supplies for local legal team
• Provide backup for other Administrative Assistants as needed

Qualifications

Required

• A High School diploma or equivalent
• A minimum of 4-6 years of administrative experience
• Proficiency in MS Office Suite: Outlook, Excel, Word, PowerPoint, and Teams
• Global calendaring experience in a complex matrix environment, understanding time zone impacts to meetings and travel schedules
• Strong verbal, written communication, interpersonal skills, and attention to detail
• Excellent analytical, problem-solving, organizational and prioritization skills
• Self-motivated and must possess the ability to work independently with minimal supervision
• Flexibility to adjust to changing business environments to ensure an organized experience with internal and external teams
• Proven ability to build and support strong, positive relationships with internal and external business partners
• Display business and emotional intelligence
• Demonstrate accountability for role responsibilities and actions
• Maintain the highest standards of integrity

Preferred

• A bachelor’s degree
• Project Management experience
• Proficiency in J&J Systems/Portals: Concur, AMEX Travel, Summit, AskGS, IRIS, and Zoom
• User experience or training in: MS Project, MS Forms, MS Visio, Excel Pivot Tables, OneNote, SharePoint

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 and 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 email the Employee Health Support Center ([email protected]) or contact AskGS to be directed to your accommodation resource

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