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Executive Assistant

Company: J&J Family of Companies
Location: Irvine
Posted on: September 20, 2022

Job Description:

Biosense Webster, Inc., part of the Johnson & Johnson Medical Device Companies, is recruiting for an Executive Assistant. This position is in Irvine, CA and may require up to 10% travel.

Biosense Webster, Inc., part of Johnson & Johnson Medical Devices Companies, is a global leader in the science of diagnosing and treating heart rhythm disorders. The company partners with clinicians to develop innovative technologies that improve the quality of care for arrhythmia patients worldwide. For more information, visit www.biosensewebster.com

Provide professional administrative support to executive staff and team in a fast pace, diverse, and business casual environment. Initiative-taking and discreet with the skill to manage high volumes of work with the ability to change focus and direction along with changing priorities. Ability to meet deadlines while exercising decision-making judgment managing unforeseen issues and serving as primary point of contact across all levels of management and business partners.

Areas of Responsibilities:

+ Provide professional support to executive and team.

+ Maintain calendar for executive by managing complex and changeable calendar and manage/prioritize high volume of meeting requests with internal and external partners.

+ Manage confidential business documentation: emails, correspondence, files, and documents with the highest level of professionalism.

+ Coordinate meeting requests onsite/offsite for room set-up, audio/video equipment, meeting supplies, agenda preparation, and schedule teleconferences.

+ Organize domestic travel arrangements including ground transportation and hotel arrangements.

+ Manage expense and purchase order reports.

+ Send department organizational announcements and Newsletters via email as directed.

+ Maintain department and sub-departments distribution email lists.

+ Create and amend purchase orders, send capital equipment requests, track budget expenditures, reconcile vendor invoices, and coordinate and track department purchase through J&J Systems.

+ Process Master Service Agreements, Work Orders, and Scope of Work related to vendor services according to Company Policies and Procedures.

+ Request and follow up with vendors for quarterly and annual accruals for reconciliation.

+ Research Food and Drug Administration, Office of Inspector General, and System for Award Management websites to confirm approved Healthcare Professionals and agencies according to J&J Policies and Procedures.

+ Create Totality identification numbers related to Healthcare Professionals, facilities, and agencies to ensure transparency of payments issued by J&J.

+ Coordinate job postings with HR, schedule candidate interviews, aid in the onboarding process of new hires, and send work equipment requests.

+ Correspond, research, and resolve vendor requests via email relating to account set-up, service agreements, billing, invoicing, and payments via calls and or email.

+ Educate team members on processes and procedures related to contracts, purchase orders, and check requests, as well as new vendor account set-up as needed.

+ Build and support relationships with internal/external staff and vendors such as Human Resources, Finance, Legal, Facilities, IT, AskGS, Procurement, Accounts Payables, Mailroom, and service providers to ensure little to no disruption in the daily functions of business operations.

+ Accountable for compliance with applicable Corporate and Divisional Policies and Procedures.

+ Perform other duties such as ordering supplies, shipping, and more as needed.

+ Proactive towards all requests and follow up and respond promptly.

Qualifications

Required:

+ A high school diploma is required, an Associate's degree is preferred.

+ 5 years equivalent work experience supporting executives, their direct reports, and teams.

+ Strong organizational skills and ability to multitask.

+ Time management and ability to meet deadlines.

+ Strong verbal and written communication skills.

+ Problem-solving and decision-making skills.

+ Ability to work well with others.

+ Self-direction, dependable, initiative-taking, resourceful, and flexible.

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.

Primary Location

United States-California-Irvine-31 Technology Dr

Organization

Biosense Webster Inc. (6010)

Job Function

General Administration

Requisition ID

2206074407W

Keywords: J&J Family of Companies, Irvine , Executive Assistant, Other , Irvine, California

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