Executive Administrative Assistant

Company: Disability Solutions
Location: Santa Clara
Posted on: February 15, 2025

Job Description:

Johnson & Johnson's Family of Companies is recruiting for an Executive Administrative Assistant to the VP level of Robotics R&D and Ottava R&D. This position is based in Santa Clara, CA.This position requires the candidate to be onsite in Santa Clara, CA five (5) days a week.At Johnson & Johnson, we believe health is everything. Our strength in healthcare innovation empowers us to build a world where complex diseases are prevented, treated, and cured, where treatments are smarter and less invasive, and solutions are personal. Through our expertise in Innovative Medicine and MedTech, we are uniquely positioned to innovate across the full spectrum of healthcare solutions today to deliver the breakthroughs of tomorrow and profoundly impact health for humanity. Learn more at https://www.jnj.com.For more than 130 years, diversity, equity & inclusion (DEI) has been a part of our cultural fabric at Johnson & Johnson and woven into how we do business every day. Rooted in Our Credo, the values of DEI fuel our pursuit to create a healthier, more equitable world. Our diverse workforce and culture of belonging accelerate innovation to solve the world's most pressing healthcare challenges.We know that the success of our business - and our ability to deliver meaningful solutions - depends on how well we understand and meet the diverse needs of the communities we serve. Which is why we foster a culture of inclusion and belonging where all perspectives, abilities and experiences are valued, and our people can reach their potential.At Johnson & Johnson, we all belong.Robotics and Digital Solutions, is part of Johnson & Johnson Med Tech. At Johnson & Johnson Robotics and Digital Solutions, we're changing the trajectory of health for humanity, using robotics to enhance healthcare providers' abilities and improve patients' diagnoses, treatments, and recovery times. Johnson & Johnson Robotics was established in 2020 with the integration of Auris Health, Verb Surgical, C-SATS, and Ethicon. It comprises three key med-tech platforms: Flexible Robotics (MONARCH--), Surgical Robotics (OTTAVA---), and Digital Solutions. Join our collaborative, rapidly growing teams in the San Francisco Bay Area (Santa Clara), Cincinnati, and Seattle. You'll collaborate on breakthrough medical technologies that unite multiple subject areas to build a connected digital ecosystem that advances medical professionals' skills and improves patient outcomes.As the Executive Administrative Assistant, you are part of the foundation of the Robotics and Digital R&D teams. We are looking for someone who is passionate, energetic, and agile who acts professionally while demonstrating a clear communication style. The foundation of this role will be supporting the VP of Robotics R&D and the VP of Ottava R&D - the selected candidate will anticipate their needs, help them stay focused, resolve issues before they arise, and go the extra mile. A successful person in this position will also partner with Senior Leaders in Med Tech and the Robotics and Digital Solutions Leadership Team members as needed on various projects. This experience will allow the candidate to be exposed to many different aspects of our business. This person must have solid organizational skills and can work in a matrixed environment and handle various duties all in the same day.Key Responsibilities:

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• Responsible for calendar management and coordinating schedules
• Coordinate visits and interface with clinicians, subcontractors or partners as assigned; Be the face of the Platform Leadership Team when hosting team meetings or visitors while they are onsite
• Assist in the preparation of high caliber presentation material for senior leadership updates and review meetings
• Manage special projects and external subcontractors, including finance and legal processes
• Coordinate complex schedules and travel arrangements
• Submit and reconcile expense reports weekly in Concur
• Arrange for payment of contractors and vendors by liaising with Accounting and Purchasing departments and navigating our procurement systems
• Attend meetings, take, and record minutes of meetings and distribute the same as instructed
• Plan and schedule meetings, presentations, and other office related events to maintain and build team culture
• Coordinate conference room scheduling and catering for larger meetings as needed
• Admin Contingent Workforce tasks in partnership with hiring manager as needed
• Actively stay informed of company policies, procedures, and guidelines relevant to the functioning of the department and provide guidance of such to applicable staff
• Support VPs in the hiring process, inclusive of scheduling and coordination of interviews
• Support VPs on new employees onboarding (e.g., hardware requests, corporate card requests etc) as needed
• Support VPs on employees offboarding (e.g., hardware return, legacy systems access shutdown, etc.) as needed\r\r

Keywords: Disability Solutions, Santa Clara , Executive Administrative Assistant, Administration, Clerical , Santa Clara, California