Johnson & Johnson Looking for Part time Sr Administrative Assistant, WW GA&P (Canada) at Toronto, Ontario, Canada Full Time

Johnson & Johnson is recruiting for a Part time Senior Administrative Assistant – Worldwide Government Affairs & Policy (Canada), located in Toronto. Candidates will be also considered in Ontario. This position may require up to 10% travel.

This role is a part-time position, and the candidate filling this role will work 18.75 hours per week.

With $94.9 billion in 2022 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.

This role will operate under the direct supervision Head, Government Affairs & Policy, Johnson & Johnson Canada providing administrative support to Director GA&P Medical Tech J&J Canada and Director GA&P Innovative Medicine J&J Canada.

The Senior Administrative Assistant will provide administrative support to one (1) senior director and (2) directors within the Worldwide Government Affairs and Policy (WWGA&P) Department, Johnson & Johnson Canada 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 WWGA&P 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.
• Budget Administration: Maintain budget spreadsheet with up-to-date status of procurement, approvals and compliance status
• Procurement: Prepare agreements and contracts with outside consultants and vendors, submit purchase orders and/or check requisitions (GO-EX, ICD, eMarketplace) in compliance with J&J company policies.
• Direct inquiries and ensure back-up coverage for the directors you support, when needed.
• Deliver an excellent engagement experience to external stakeholders.
• Document Preparation: 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.
• Master use of all technology associated with your support of the directors’ roles.
• Proactively anticipate the needs of the directors you support.
• Able to handle a workload that may involve critical deadlines.
• Demonstrate strong attention to detail and follow-through on all assigned tasks
• Coordinate electronic file management of documents to ensure version control and organization of files (Microsoft Teams, SharePoint).
• Assemble relevant data, compile statistics or information as directed.
• Build and maintain effective relationships and trusted partnerships with department.
• Develop in-depth knowledge of department objectives, policies and procedures.
• Acquire knowledge of department organizational structure.
• Provide back-up coverage to other administrative desks in the Worldwide Government Affairs & Policy Department.
• Collaborate with administrative staff colleagues in the Washington, DC office to ensure office efficiencies.
• Maintain J&J Credo objectives.
• Work on special projects, as needed.

Qualifications:

Required:

• A minimum of a high school diploma is required; an Associate’s degree or higher and/or CPS is preferred.
• A minimum of 5 years of experience serving in an administrative support capacity.
• Prior experience providing administrative support to multiple mid-level leaders such as Directors
• Proficiency in Microsoft Office programs, including intermediate to advanced proficiency in Outlook, OneDrive, Word, Excel and PowerPoint
• Prior experience with expense reporting
• Experience coordinating domestic and international travel, including flight, hotel and transportation
• Must have excellent time management skills
• A technologically savvy problem solver
• Expertise in document preparation, redlining, and proofreading
• Strong interpersonal skills, excellent attention to detail and ability to exercise both discretion and sound judgment
• 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
• Ability to anticipate stakeholder needs without direct instruction and be proactive in addressing them
• Strong organizational skills and the proven ability to prioritize work
• 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.

Preferred:

• Prior experience working in a federal affairs or law department, or government agency
• 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.).

Diversity and inclusion are central elements of the shared culture across the Johnson & Johnson Family of Companies. Attracting, developing and retaining a workforce that reflects the diversity of our customers and communities is essential to our success. We are committed to providing a respectful, inclusive and accessible work environment where all employees have the opportunity to achieve their potential.

For more information on how we support the whole health of our employees throughout their wellness, career and life journey, please visit www.careers.jnj.com.