Administrative Assistant

Kelly; Cambridge (MA); Hybrid; USD 39,000 - 55,000; Part time

Job summary

Kelly in partnership with Johnson & Johnson is seeking an Executive Administrative Assistant to work in Cambridge, MA. You will provide high-impact administrative support to the VP, Business Development Cardiovascular, and coordinate calendars, travel, and confidential materials in a fast-paced healthcare setting.

This role requires discretion, proactive ownership, and cross-functional collaboration, with a focus on calendar management, travel & expense processes, procurement support, and

Qualifications

• High School diploma; Associate’s degree or higher preferred.
• Minimum of 6 years of experience providing executive-level administrative support in healthcare or related fields.
• Expert proficiency in Microsoft Office suite (Outlook, PowerPoint, Excel, Word) and familiarity with SharePoint, Teams, OneDrive.
• Experience with procurement platforms and expense reporting.
• Ability to handle confidential information with discretion and professionalism.
• Strong calendar management, travel coordination, and meeting logistics capabilities.
• Excellent verbal and written communication and strong interpersonal skills.

Responsibilities

• Direct executive support for the VP, including calendar management, travel coordination (domestic and international), and expense reporting; maintain prioritized calendars.
• Plan and coordinate meetings, events, and offsites, and collaborate with cross-functional teams.
• Organize department materials, manage repositories, and support SharePoint access and version control.
• Handle highly confidential documents with discretion and ethics.
• Support onboarding/offboarding and coordination of recruiting processes as needed.

Skills

Executive support

Calendar management

Discretion

Communication

Organizational skills

Education

High School diploma

Tools

Outlook

Concur

Workday

PowerPoint

Excel

Word

SharePoint

Teams

OneDrive

Procurement platforms

Job description

Kelly® in partnership with Johnson & Johnson - We are looking for a Administrative Assistant- to work at Johnson and Johnson in Cambridge , MA . Let us help you grow at work and discover the next step in your career, all while being a vital part of your community.

• Duration - 6 months Contract
• Pay: up to $34.02
• Location : Cambridge or Danvers, Massachusetts preferably,
• Hybrid Role : 2 days onsite - 3 days remote

Description:

The Executive Administrative Assistant (EA) will provide high-impact administrative support to the Vice President, Business Development Cardiovascular, and coordinates calendars for the VP and the organization’s most senior leaders.

This role enables -Efficient operation, strategic scheduling, and successful execution of cross-functional initiatives in a fast-paced environment. This role requires discretion, proactive ownership, and strong collaboration across the organization, with a focus on calendar management, travel & expense processes, procurement support, data gathering, meeting logistics, and confidential material handling.

Responsibilities:

• Direct executive support for the VP, Business Development Cardiovascular, including proactive calendar management, travel coordination (domestic and international), and expense reporting; maintain and optimize prioritized calendars and, team-wide calendar; and assist with programs and initiatives led by the VP;
• Manage select activities within the organization to ensure timely execution and alignment with strategic priorities; anticipate needs, flags risks, and drives small-to-medium initiatives with minimal supervision.
• Plan and coordinate meetings, events, and offsites, company visits, and training sessions.
• Organize and oversee events and meetings with internal and external partners; coordinate logistics for visits.
• Oversee department materials and repositories (e.g., organization charts, distribution lists, conference rooms); support SharePoint and related portals, ensuring version control and appropriate access.
• Handle highly confidential documents and materials; exercise independent discretion and judgement; maintain high standards of confidentiality and ethics.
• Collaborate with extended teams and other executive assistants to streamline cross functional workflows.
• Support procurement processes (purchase orders, vendor communications) and assist with budget tracking related to the VP’s programs.
• Prepare routine communications, reports, for leadership reviews and BD updates.
• Identify opportunities to improve processes and implement standard operating procedures to enhance calendar hygiene, meeting efficiency, and project tracking.
• Support onboarding/offboarding activities; coordinate recruiting processes and assist the transition of new team members as needed.

Qualifications Required:

• High School diploma (Associate’s degree or higher preferred).
• Minimum of 6 years of experience providing executive-level administrative support, ideally in healthcare, medical devices, life sciences, or equivalent.
• Expert proficiency in Outlook, Concur, Workday, PowerPoint, Excel, and Word; experience with SharePoint, Teams, and OneDrive; familiarity with procurement platforms (e.g., purchase orders) and expense reporting.
• Demonstrated experience supporting senior-level leadership and maintaining strict confidentiality; ability to handle sensitive information with discretion.
• Excellent verbal and written communication skills and exceptional interpersonal abilities.
• Meticulous attention to detail and strong organizational skills; ability to manage multiple priorities and tight deadlines.
• Demonstrates ethics, integrity, and compliance in all activities.
• Sense of urgency with a high degree of professionalism; resilient and adaptable in a fast paced environment.
• Ability to interact effectively with senior management and cross-functional partners; strong follow-up and issue-resolution capabilities.
• Proactive calendar management and the ability to anticipate needs and risks.
• Experience coordinating team events, and meetings, experience in onboarding/offboarding support is a plus.
• Experience in managing team agendas and ensuring timely follow-ups.
• Strong collaboration with extended teams and other executive assistants.

Preferred:

• Familiarity with J&J’s Systems
• Advanced degree or professional certifications.
• Experience in the MedTech or Biotech sector; familiarity with regulatory/compliance considerations.
• Proficiency with additional productivity and collaboration tools (Zoom, Workday, SharePoint, Teams, OneDrive, and related portals).
• Experience with executive-level event planning, vendor management, and cross