Executive Assistant | Markham, Ontario, Canada

Johnson & Johnson; Markham; Hybrid; CAD 60,000 - 100,000; Full time

Job summary

An established industry player is seeking an experienced Executive Assistant to support their General Manager in the MedTech division. This pivotal role requires exceptional organizational skills and the ability to manage complex schedules while maintaining confidentiality. The ideal candidate will excel in communication and multitasking, ensuring the smooth operation of the executive office. This position offers a unique opportunity to contribute to innovative healthcare solutions in a fast-paced environment, working alongside a dynamic team dedicated to improving patient outcomes. If you are proactive, adaptable, and passionate about making a difference, this role is perfect for you.

Qualifications

• Minimum of 6 years’ experience as an Executive Assistant or in a similar role.
• Exceptional organizational skills with the ability to multitask effectively.

Responsibilities

• Manage the General Manager’s calendar and communications with confidentiality.
• Schedule meetings and prepare agendas while prioritizing effectively.
• Collaborate with senior executives to facilitate information flow.

Skills

Organizational Skills

Multitasking

Microsoft Office Suite

Communication Skills

Confidentiality

Problem-solving

Interpersonal Skills

Education

Post-secondary diploma or equivalent

Tools

Microsoft Office Suite

Project Management Tools

Generative AI

Job description

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

Job Function:

Business Support

Job Sub Function:

Administration & Secretarial

Job Category:

Business Enablement/Support

All Job Posting Locations:

Markham, Ontario, Canada

Job Description:

Johnson & Johnson is recruiting for an Executive Assistant to support the General Manager of our MedTech business. This position is located in Markham, Ontario, Canada.

About Johnson & Johnson

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/.

About MedTech

Fueled by innovation at the intersection of biology and technology, we’re developing the next generation of smarter, less invasive, more personalized treatments.

Your unique talents will help patients on their journey to wellness. Learn more at https://www.jnj.com/medtech

Position Summary

Experienced, proactive and organized Executive Assistant to support the General Manager, MedTech. This central role involves providing comprehensive organizational support in 4 main domains:

• Ensuring the smooth operation of the executive office, including preparing and coordinating confidential information, managing complex schedules and enabling the productivity of the General Manager function.
• Coordinating individual and group meetings on behalf of the executive office, including Leadership Team meetings, external engagements and Company Town Halls.
• Developing and implementing effective communications strategies across a variety of communication channels, including acting as the voice of the General Manager and supporting internal corporate communications.
• Support key corporate governance efforts, including drafting and circulating Corporate Director resolutions with the support of the Law Department.

The successful candidate will also indirectly oversee and provide mentorship to the administrative assistants throughout the organization to optimize administrative support of the business.

Key Responsibilities

• Professionally and expertly represent the General Manager to internal and external partners including colleagues and customers.
• Maintain a high degree of confidentiality while managing the General Manager’s calendar and communications.
• Schedule meetings, appointments, and travel arrangements while prioritizing activities effectively.
• Organize and coordinate meetings, including agenda preparation, logistical arrangements, and follow-up on action items.
• Develop organizational announcements and communications that convey complex information clearly and effectively, aligned with the General Manager’s voice and the company’s brand.
• Understand and lever different communication channels to optimize engagement and impact.
• Work with the Law Department to draft, circulate and archive key corporate governance initiatives such as resolutions and corporate certifications.
• Handle confidential information with discretion and professionalism, ensuring sensitive matters are managed appropriately.
• Collaborate with senior executives and departmental teams to facilitate information flow and streamline processes across the organization.
• Indirectly oversee and support other Executive Assistants within the organization, providing guidance and resources to enhance their efficiency.
• Monitor and maintain the office environment, ensuring it is organized and conducive to productivity.
• Keep a pulse of organizational engagement and support initiatives designed to advance culture.
• In collaboration with the Commercial Quality Lead, perform the duties of Records Manager as the designated central point of contact responsible for implementing and maintaining the Records Information Management program in compliance with the Worldwide Records and Information Management Policy and Standards.

Qualifications

Required:

• Minimum post-secondary diploma or equivalent formal business training/related experience.
• Minimum of 6 years’ experience as an Executive Assistant or in a similar role, preferably supporting C-level executives.
• Exceptional organizational skills with a strong ability to multitask and prioritize effectively in a fast-paced environment.
• Strong technical proficiency with a passion for adopting innovative technologies, particularly with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Enterprise tools, Generative AI and project management tools.
• Excellent written and verbal communication skills, with keen attention to detail.
• Ability to maintain a high level of confidentiality and exercise sound judgment in various situations.
• Demonstrated ability to work independently and collaboratively within a team environment.
• Proactive approach to problem-solving and a commitment to continuous improvement.
• Strong interpersonal skills, with the ability to build relationships with various stakeholders.
• Flexibility to adapt to changing priorities and a willingness to take on new challenges as they arise.
  

Preferred:

Fluently Bilingual (English/French)

#LI-JS3

#LI-hybrid