Executive Assistant & Office Manager

Johnson & Johnson is recruiting for an Executive Assistant & Office Manager to be located in Washington, DC. This position may require up to 10% travel.

Caring for the world, one person at a time has inspired and united the people of Johnson & Johnson for over 130 years. We embrace research and science - bringing innovative ideas, products, and services to advance the health and well-being of people. Employees of the Johnson & Johnson Family of Companies work with partners in healthcare to touch the lives of over a billion people every day, throughout the world.

With $93.8 billion in 2021 sales, Johnson & Johnson is the world's most comprehensive and broadly based manufacturer of health care products, as well as a provider of related services, for the consumer, pharmaceutical, and medical devices markets. There are more than 265 Johnson & Johnson operating companies employing approximately 130,000 people and with products touching the lives of over a billion people every day, throughout the world. If you have the talent and desire to touch the world, Johnson & Johnson has the career opportunities to help make it happen.

Thriving on a diverse company culture, celebrating the uniqueness of our employees, and committed to inclusion. Proud to be an equal opportunity employer.

This role will operate under the direct supervision of the Johnson & Johnson Head, Government Affairs North America and Washington, DC Site Leader, providing administrative support to the Head, Government Affairs North America and Washington, DC Site Leader and another Leader to be determined, and serve as Washington, DC office manager.

Basic Responsibilities

The Executive Assistant & Washington DC Office Manager will provide administrative support to one (1) vice president and another Leader to be determined within the Johnson & Johnson Worldwide Government Affairs and Policy (WWGA&P) Department and will be responsible to:

• Know and adhere to the Johnson & Johnson Code of Business Conduct and all other Regulatory Compliance 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 WWGA&P Department, the Washington Office as Office manager, and the Company professionally and effectively in all interactions.
• Be fully aware of and current with the supervisors’ responsibilities.
• Communicate effectively and with discretion with internal and external partners at all levels, including on confidential and critical matters.

Perform administrative tasks for vice presidents, as requested, including:

• Calendar & Meeting Administration: proactively and thoughtfully manage vice president’s and leader’s 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.
• Budget Administration: Coordinate with regional administrative assistants to aggregate budget expenditures and produce quarterly spend reports.
• 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.
• 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 Salesforce Client Relationship Manager (CRM) updates for vice president and directors.
• 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 vice president’s and directors’ roles.
• Proactively anticipate the needs of the vice president and directors you support. Ability to think ahead and plan short, medium, and long term.
• 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.
• Answer phones, direct inquiries and ensure back-up coverage for the vice president and directors you support, when needed.
• Deliver an excellent visiting experience to visitors.
• Collaborate with administrative staff colleagues in the Washington, DC office to ensure office efficiencies and appropriate coverage and onsite support of the DC office daily requirements.
• Provide back-up coverage to other administrative desks in the Worldwide Government Affairs & Policy Department as needed.
• Maintain J&J Credo objectives.
• Work on special projects, as needed.

Perform office manager responsibilities, as required, including:

• Partner with J&J Facilities Management, Renovation Project Managers, IT, Finance, EHS&S and Corporate Security to ensure office is safe and compliant with J&J corporate standards. Serve as point person for maintenance and security issues.
• Partner with external stakeholders to ensure office is safe and compliant with local protocols.
• Maintain office order, efficiency, and appearance by planning and implementing office systems, procuring equipment/furniture/supplies and establishing office layouts and periodic events.
• Serve as project coordinator for expansion and renovation projects.
• Coordinate equitable office space allocations based on established office policies.
• Ensure timely communication of office/building notifications and updates to the office community.
• Develop and implement office procedures, norms, and periodic events to ensure efficient and orderly business operations and inclusive/engaging culture/work environment.
• Manage receptionist (contractor role) and ensure appropriate presence onsite during hours of operation.
• IT Support: Collaborate with J&J IT partners to support a culture that leverages technology and to ensure effective onsite support by IT Technicians.
• Budget Administration: Partner with Finance to plan and track budget associated with DC office renovations, maintenance and improvements; process chargebacks for office rental space.
• Procurement: Coordinate contracts and price negotiations with vendors, service providers and building management; submit purchase orders and/or check requisitions (via eMarketplace) in compliance with J&J company policies.
• Monitor and maintain hospitality supplies.
• Serve as a liaison between senior management and administrative personnel to ensure both leaders and administrative staff are receiving the support/resources needed for the office to operate effectively.
• Facilitate regular meetings with DC administrative staff that offer capability building sessions, promote teambuilding and cross-training within the DC office to ensure effective office and administrative coverage.
• Organize the planning and execution of DC office events including promotion of activities that boost office morale.
• Monitor conference room reservations to ensure seamless meeting transitions.

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 six (6) years of experience providing administrative support to multiple senior-level leaders (such as directors, vice presidents, executives).
• Prior experience working in state or federal affairs, law department or government agency is preferred.
• Prior experience as an office manager is preferred.
• Expert level proficiency in Microsoft Office programs (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, Computer Aided Facilities Management [CAFM], etc.).
• Prior experience with expense reporting is required.
• Experience coordinating domestic and international travel, including flight, hotel and transportation, is required.
• A technologically savvy problem solver is required.
• Project Management skills are required.
• Expertise in document preparation, redlining, and proofreading is required.
• Demonstrated ability to maintain highly confidential information is required.
• Must be a self-starter with strong interpersonal skills and ability to work independently in the absence of supervisors.
• Strong organizational and time management skills, excellent attention to detail and the proven ability to prioritize work against critical deadlines in a dynamic, fast-paced, multicultural, global environment is required.
• Ability to think analytically and to exercise both discretion and sound judgment are required.
• Must be proactive and possess the ability to plan ahead and drive execution of tasks/projects flawlessly.
• Responsive, energetic and enthusiastic customer focus is required. Ability to anticipate stakeholder needs without direct instruction and be proactive in addressing them is required.
• Must be a strong team player with the ability to coordinate with other administrative staff.
• Office manager role requires a consistent onsite presence and a minimum of 4 days in the office weekly.
• Occasional overtime may be required.
• Must be able to travel up to 10% of the time to domestic destination.

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.