PSTS Administrative Assistant

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Janssen Research & Development, LLC, part of the Janssen Pharmaceutical Companies of Johnson & Johnson is recruiting for a Preclinical Science and Translational Safety (PSTS) Administrative Assistant located in San Diego, CA.

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 and follow us @JanssenGlobal.

The PSTS Administration Assistant will be responsible for the following:

Business Support (55%)

• Proactively manage the leader's calendar with a focus on efficient time utilization and time conflict management, ensuring leader is appropriately prepared and represented at all forums
• Review priorities and flag high priority communications (emails and documentation/reviews) for timely and appropriate response/action; calendar worktime and provide draft responses proactively as possible
• Maintains org charts, site maps, & distributions lists
• Support critical activities in staff on-boarding or off-boarding (pre-screen, interviews, first line ambassadors to candidate) to assure candidates have optimal experience and positive view of Janssen
• Coordinate business itineraries and associated needs
• Schedule, coordinate, and track events including visitor meetings, all-staff meetings, and special events FAQ IT, Workday, Space Moves, Supplies
• Work closely with LT to manage and coordinate critical initiatives including budget review and planning, goals planning activities, strategic planning, talent management, and compliance review
• Manage internal/external training
• Troubleshoot challenges with travel and expense reports
• Conducts appropriate pre-work for group and cross-site group meetings (advanced agendas and pre-reads, appropriate distribution of meeting invitations, room reservation and readiness) for meetings the leader hosts
• Interpret and relay company policy information; keeps manager informed of any deviations that may require special attention and communication or approval
• Building strong relationships with Executive Assistants within the DPDS Organization to ensure efficient and effective teamwork fostering an atmosphere of engagement as well as with EAs of other management team members

Evolving Business Environment Champion (20%)

• Creates efficient and user-friendly templates for procedures, communications, reports, etc. (e.g. SharePoint and One Note)
• Uses the latest technology to solve business problems including mobile technology
• Identifies business process-improvement or efficiency idea opportunities
• Provide support for enabling near “paper-free environment” (One Note, Box, SharePoint)
• Conducts technology testing in business and office arena with intent to build skill set, make recommendations or teach others
• Serves as a resource to assure continuity of document repositories and adherence to retention/clean schedules

Communication Support (20%)

• Coordinate arrangement for and execute key tasks to effectively manage a variety of global business meetings utilizing Global connect and video technologies
• Compose and edit correspondence on behalf of the VP, use executive style and standard templates for preparation and formatting of correspondence, memoranda, reports and presentations
• Builds functional SharePoint sites

Site Coordination (5%*)

• Schedule, coordinate, and track site visits
• Site led events (townhalls)
• for admins who support leaders with site responsibilities, this will be more than 5% (double hat / stretch assignment)

QUALIFICATIONS

• A minimum of a high school diploma is required. An Associate's or Bachelor's Degree in business, communications, or science field is preferred.
• 6 years business/administrative experience is required.
• Experience in applied science or medical field is preferred.
• Ability to manage multiple priorities, maintain confidentiality, and operate with poise and professionalism in a complex, high-profile, and rapidly changing environment is required.
• Strong technical knowledge and advanced experience with office and business technologies of today's workplace (Advanced Microsoft office including Outlook, excel (including pivot tables), PowerPoint, One Note, Word, SharePoint; Zoom; business apps for travel, service requests, etc.)
• Strong leadership, interpersonal, collaboration, analytical and problem-solving skills is required.
• Sound judgment and discretion with ability independently to assess and resolve complex situations and shift priorities as the need arises is required.
• Model for positive, “can-do” attitude and Credo values is required.
• Challenges the status quo, looks for and adopts best practices, embraces change is required.
• Agile thinker and problem solver is required.
• Strong organizational skills, ability to multi-task and work across time zones is required.
• Excellent time management and project management skills is required.
• Resourceful, creative, and flexible in navigating needs and priorities is required.
• Comfort and professionalism in interacting with upper management is required.
• Operates independently with need for little direction and check-in is required.
• Formulates integrated, cross-functional strategies that business and global leader is putting best forward in business conduct is required.

The base pay range for this position is $52,800 to $84,755. The Company maintains highly competitive, performance-based compensation programs. Under current guidelines, this position is eligible for an annual performance bonus in accordance with the terms of the applicable plan. The annual performance bonus is a cash bonus intended to provide an incentive to achieve annual targeted results by rewarding for individual and the corporation's performance over a calendar/ performance year. Bonuses are awarded at the Company's discretion on an individual basis.

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.