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Johnson and Johnson is recruiting for a (n) Administrative Assistant, Worldwide Government Affairs & Policy (Canada) to be located in Toronto, Ontario Canada. This position may require up to 10% travel (local/domestic).

This is a Regular Part-Time position.

Caring for the world, one person at a time has inspired and united the people of Johnson & Johnson for over 125 years. We embrace research and science - bringing innovative ideas, products and services to advance the health and well-being of people.

With $82.1 billion in 2020 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. Employees of the Johnson & Johnson Family of Companies work with partners in health care to touch 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 Head, Government Affairs & Policy, Johnson & Johnson Canada providing administrative support to Director GA&P Medical Technologies J&J Canada and Director GA&P Pharmaceuticals J&J Canada.

This position supports three (3) Leaders: Head Government Affairs & Policy (GA&P) J&J Canada; Director GA&P Medical Technologies J&J Canada; and Director GA&P Pharmaceuticals J&J 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 including:

  • Calendar Administration: schedule business-related meetings/conferences including web-based or Global Connect, Zoom, Microsoft Teams; reserve conference rooms; verify and arrange for needed A/V equipment; set up audio conference and WebEx meetings; organize food/catering arrangements; and proactively resolve meeting conflicts.
  • Travel Coordination: arrange 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 activity.
  • 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).
  • 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.
  • 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.
  • Answer phones, direct inquiries and ensure back-up coverage for the directors you support, when needed.
  • Deliver an excellent visiting experience to visitors.
  • 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.

Qualifications

  • A minimum of a High School diploma is required; an Associate's degree or higher and/or CPS is preferred
  • A minimum of 4 years of experience serving in an administrative support capacity is required.
  • Prior experience supporting mid-level leaders such as Directors is required
  • Proficiency in Microsoft Office (Outlook, OneDrive, Word, Excel, 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, etc.) is required
  • Prior experience with expense reporting is required
  • Experience coordinating domestic and international travel, including flight, hotel and transportation, is required
  • Must have excellent time management skills
  • A technologically savvy problem solver is required
  • Expertise in document preparation, redlining, and proofreading is required
  • Strong interpersonal skills, excellent attention to detail and ability to exercise both discretion and sound judgment are required
  • 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 is required
  • Ability to anticipate stakeholder needs without direct instruction and be proactive in addressing them is required
  • Strong organizational skills and the proven ability to prioritize work is required
  • Must be a strong team player with the ability to coordinate with other administrative staff
  • The ability to travel occasionally - less than 10% local/domestic travel may be required

Primary Location

Canada-Ontario-Toronto-19 Green Belt Drive

Organization

Johnson & Johnson Inc. (7695)

Job Function

General Administration

Requisition ID

2105971164W

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