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Executive Assistant

Company: Disability Solutions
Location: Santa Clara
Posted on: February 10, 2024

Job Description:

Robotics & Digital Solutions, part of the Johnson & Johnson family of companies, is recruiting for an Executive Assistant this position is in Santa Clara, CA and may require up to 10% travel. Robotics & Digital Solutions is part of Ethicon, Inc., a global leader in surgery with products and solutions found in almost every operating room around the world. Ethicon has made significant contributions to surgery for more than 100 years from creating the first sutures, to revolutionizing surgery with minimally invasive procedures. Our continuing dedication to Shape the Future of Surgery is built on our commitment to help address the world's most pressing health care issues and improve and save more lives. Through Ethicon's surgical technologies and solutions including robotics, digital solutions, sutures, staplers, energy devices, trocars and hemostats and our commitment to treat serious medical conditions like obesity and cancer worldwide, we deliver innovation to make a life-changing impact. For more information, visit As the Executive Assistant, you will play a crucial role in supporting high-level executives and ensuring the smooth functioning of the executive office. This position demands a proactive and highly organized professional with excellent communication skills, discretion, and the ability to handle a wide range of responsibilities. Key Responsibilities: Executive Support:

  • Provide comprehensive administrative support to senior executives, including managing calendars, scheduling meetings, and making travel arrangements.
  • Prioritize and coordinate appointments and meetings, ensuring efficient use of the executive's time. Communication and Liaison:
    • Serve as a primary point of contact between the executive and internal/external stakeholders.
    • Handle incoming communications, including emails, phone calls, and mail, and respond or redirect as appropriate. Documentation and Record Keeping:
      • Prepare and edit documents, presentations, and reports on behalf of the executive.
      • Maintain organized and up-to-date files, ensuring easy retrieval of information when needed. Project Management:
        • Assist in managing projects by coordinating tasks, deadlines, and communication among team members.
        • Monitor project timelines and provide regular updates to the executive. Confidentiality:
          • Handle sensitive information with the utmost discretion and maintain confidentiality in all matters related to the executive and the organization. Meeting Coordination:
            • Coordinate and schedule meetings, conferences, and events, including logistical arrangements and preparation of necessary materials.
            • Attend meetings, take minutes, and distribute summaries as needed.
            • Plan and schedule meetings, presentations, and other office related events to maintain and build team culture Office Management:
              • Oversee the smooth running of the executive office, including managing supplies, equipment, and office space.
              • Collaborate with other administrative staff to ensure a cohesive and efficient office environment.
              • Arrange for payment of contractors and vendors by liaising with Accounting and Purchasing departments
              • Support RAD Senior Leaders on new employees onboarding (e.g., hardware requests, corporate card requests etc.) as needed
              • Support RAD Senior Leaders on employees offboarding (e.g., hardware return, legacy systems access shutdown, etc.) as needed Problem Solving:
                • Anticipate and address challenges proactively, finding solutions to issues that may arise in the daily operations of the executive office.

Keywords: Disability Solutions, Santa Clara , Executive Assistant, Other , Santa Clara, California

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