Executive Administrative Assistant

Executive Administrative Assistant

We are searching for the best talent for an Executive Administrative Assistant. This hybrid role will be in Spring House, PA.

The R&D Immunology Therapeutic Area (TA) is recruiting for an Executive Administrative Assistant. This position will provide outstanding administrative and operational support to the Vice President, GI Disease Area Stronghold Leader and other Immunology TA leaders as assigned. The role enables effective decision-making, coordination, and execution across a dynamic, global organization by anticipating leader and team needs, managing complex priorities, and supporting rapid response to critical business issues.

The successful candidate will demonstrate behaviors consistent with Our Credo values, including sound judgment, confidentiality, accountability, and a strong customer-service orientation. The role requires proactive partnership with leaders, direct reports, administrative colleagues, and cross-functional stakeholders across the Immunology TA.

The Executive Administrative Assistant will perform administrative and operational tasks for the Vice President, GI Disease Area Stronghold Leader and other Immunology TA leaders, including:

• Calendar administration: schedule business-related meetings and conferences using platforms such as Global Connect, Microsoft Teams, or Zoom; reserve conference rooms; verify and arrange A/V equipment; coordinate food/catering; and proactively resolve meeting conflicts.
• Meeting and event coordination: Coordinate end-to-end logistics for staff meetings, workshops, town halls, external collaboration engagements, off-site team events, and urgent ad hoc meetings with senior leaders to support decision-making and business continuity.
• Travel coordination: arrange domestic and international business travel and lead logistics for flights, hotels, ground transportation, and travel visas, as needed.
• Expense, invoice, and records management: managing purchase orders, invoice tracking, expense reports, financial and expense records, office supplies, confidential correspondence, and files.
• Document preparation and maintenance: draft correspondence, memos, presentations, and other materials; manage highly confidential documents with discretion; and maintain organized electronic files with appropriate version control across Microsoft Teams and SharePoint.
• Leadership and team operations: maintain organization charts, Leadership Team SharePoint content, monthly reports, and distribution lists; direct inquiries; and coordinate backup coverage for supported leaders when needed.
• Project and follow-up tracking: track deliverables, due dates, dependencies, and follow-up actions for projects and assignments, helping leaders and teams maintain momentum against critical deadlines.
• Prioritization support: proactively anticipate the needs of supported leaders and teams, stay aware of key business priorities, and help prioritize meetings, workload, and decision points accordingly.
• Stakeholder communication: communicate effectively with internal and external partners at all levels, including on confidential or critical matters; exercise sound judgment and discretion when independently assessing and resolving complex situations.
• Administrative partnership: collaborate with Immunology TA administrative staff colleagues to ensure administrative efficiencies and provide backup coverage to other administrative desks in the Immunology TA, as needed.
• AI-enabled productivity: responsibly use approved AI tools to draft, summarize, organize information, identify workflow efficiencies, and accelerate routine administrative processes while protecting confidential information and complying with company policies.

The successful candidate should demonstrate role-appropriate AI fluency and responsible AI-enabled ways of working, including:

• Experience using approved AI tools to improve personal productivity or team performance.
• Demonstrated ability to rapidly learn, evaluate, and adopt new AI tools and ways of working to meet evolving business needs.
• Hands-on experience creating, refining, and evaluating prompts to improve workflow efficiency and output quality.
• Understanding of AI concepts and use cases, including agentic AI, with the ability to translate business processes and workflows into AI opportunities.
• Ability to collaborate with technical teams to identify AI requirements, evaluate feasibility, and accelerate adoption of AI-enabled ways of working.
• Understanding of ethical considerations and responsible AI practices, ensuring compliance with industry standards and organizational policies.

Qualifications

• A minimum of a High School diploma is required; an associate degree or higher and/or CPS is preferred.
• A minimum of 6 years of experience as an administrative professional is required.
• Demonstrated ability to provide administrative support at the Vice President level is required.
• Expert-level proficiency in Microsoft Office programs, including Outlook, OneDrive, Word, Excel, and 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, eMarketplace, and related systems, is required.
• Prior experience with expense reporting is required.
• Experience coordinating domestic and international travel, including flight, hotel, ground transportation, and visa logistics, is required.
• Demonstrated ability to maintain highly confidential information is required.
• Role-appropriate AI fluency is required, including comfort with approved AI tools, prompt generation, workflow efficiency use cases, and responsible AI practices.
• The preferred candidate will have strong interpersonal skills and the ability to work independently in the absence of supervisors.
• Strong organizational and time-management skills, excellent attention to detail, and the ability to prioritize work against critical deadlines in a dynamic, fast-paced, multicultural, global environment are required.
• Ability to exercise sound judgment and discretion to independently assess and resolve complex situations, problems, and prioritization needs is preferred.
• Responsive, energetic, and enthusiastic customer focus is required, including the ability to anticipate stakeholder needs without direct instruction and proactively address them.
• Must be a strong team player who can coordinate effectively with other administrative staff.

Johnson & Johnson is an 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, disability, protected veteran status or other characteristics protected by federal, state or local law. We actively seek qualified candidates who are protected veterans and individuals with disabilities as defined under VEVRAA and Section 503 of the Rehabilitation Act.

Johnson & Johnson is committed to providing an interview process that is inclusive of our applicants' needs. If you are an individual with a disability and would like to request an accommodation, please contact us via or contact AskGS to be directed to your accommodation resource.

Required Skills: Administrative Support, Business Writing, Communication, Contract Monitoring, Customer Centricity, Data Capturing, Diary Management, Document Management, Handbooks, Microsoft Office, Office Administration, Organizational Knowledge, Organizing, Presentation Development, Problem Solving, Process Oriented, Professional Ethics, Travel Planning, Typing

Preferred Skills: Administrative Support, Business Writing, Communication, Contract Monitoring, Customer Centricity, Data Capturing, Diary Management, Document Management, Handbooks, Microsoft Office, Office Administration, Organizational Knowledge, Organizing, Presentation Development, Problem Solving, Process Oriented, Professional Ethics, Travel Planning, Typing