Executive Administrative Assistant

Executive Administrative Assistant

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.

As guided by Our Credo, Johnson & Johnson is responsible to our employees who work with us throughout the world. We provide an inclusive work environment where each person is considered as an individual. At Johnson & Johnson, we respect the diversity and dignity of our employees and recognize their merit.

Job Function: Business Support

Job Sub Function: Administration & Secretarial

Job Category: Business Enablement/Support

Job Location: Horsham, Pennsylvania, United States of America

Job Description: We are searching for the best talent for an Executive Administrative Assistant. This hybrid position is located in Horsham, PA.

About Innovative Medicine

Our expertise in Innovative Medicine is informed and inspired by patients, whose insights fuel our science-based advancements. Visionaries like you work on teams that save lives by developing the medicines of tomorrow. Join us in developing treatments, finding cures, and pioneering the path from lab to life while championing patients every step of the way.

As the Executive Administrative Assistant, you will provide comprehensive global administrative support to the leader of a global organization. This highly visible individual contributor role requires sound judgment, discretion, professionalism, and the ability to manage complex priorities in a fast-paced, matrixed environment.

You will coordinate non-routine work across global teams, guide and influence others, and ensure deliverables are accurate, timely, and high quality. Success requires exceptional communication and confidentiality, along with proven experience managing global travel, complex meeting demands, and executive calendar priorities.

In this role, you will coordinate assignments, support team execution, and determine appropriate actions on executive matters to enhance efficiency. You will interact professionally with employees, management, external business contacts, and vendors, and partner closely with the Communications team to plan global offsite meetings and town halls.

You will further enable the executive to lead the organization by preparing meeting materials, correspondence, presentations, and other digital documentation. By embodying Johnson & Johnson's Leadership Imperatives and Credo, you will contribute to the organization's strategic goals and initiatives.

Key Responsibilities:

• Provide comprehensive administrative support, including complex calendar management, schedule coordination, and domestic and international travel logistics.
• Proactively anticipate executive needs, resolve issues before they arise, and serve as a trusted point of contact.
• Prepare and format high-quality presentations, meeting materials, correspondence, and other documentation for executive updates and leadership reviews.
• Manage special projects and coordinate interactions with external subcontractors in partnership with Finance and Legal.
• Facilitate visits and engage professionally with internal and external stakeholders, including clinicians, partners, vendors, and subcontractors.
• Attend meetings as required and record and distribute minutes according to provided direction.
• Plan team meetings, presentations, office events, global offsites, and town halls; coordinate rooms, catering, technology, and other logistics to support collaboration and culture-building.
• Submit and reconcile weekly expense reports through Concur.
• Support contingent workforce administration with hiring managers and coordinate employee onboarding and offboarding for the executive office, including hardware, corporate card, and system access requests.
• Maintain knowledge of relevant company policies, procedures, and guidelines and advise stakeholders as needed.

Qualifications:

• High School diploma or equivalent is required.
• Minimum of 8 years of experience supporting C-level or senior executives is required.
• Advanced experience managing complex, global calendars and travel schedules.
• Strong time management skills with the ability to prioritize and multi-task effectively.
• High attention to detail with demonstrated problem-solving skills.
• Proven experience working in a global, matrixed organization.
• High proficiency with technology, including Microsoft Office, Concur, and Amex Travel; familiarity with Ariba and contract tracking systems is preferred.
• Experience supporting projects, onboarding activities, budgets, and milestone tracking.
• Excellent verbal, written, and interpersonal communication skills.
• Ability to adapt quickly to last-minute changes while maintaining a professional and organized experience for stakeholders.
• Experience within the healthcare or pharmaceutical is preferred.