Executive Administrative Assistant

Biopharma Careers; New Brunswick (NJ); On-site; USD 75,000 - 120,000; Full time

Job summary

Johnson & Johnson is seeking an Executive Administrative Assistant to provide comprehensive executive and operational support to senior MedTech Supply Chain leadership. This role coordinates complex calendars, meetings, travel, and critical communications across multiple teams and external partners.

You will simplify workflows, manage priorities, and maintain confidentiality while partnering with executive assistants and business stakeholders to ensure leadership commitments are executed

Qualifications

• Associate’s degree required.
• 8+ years of administrative or similar experience supporting Vice Presidents or senior leadership.
• Proven ability to manage complex calendars and coordinate meetings across functions.

Responsibilities

• Manage complex executive calendars involving senior leaders and cross-functional stakeholders.
• Coordinate meetings across locations and time zones, balancing competing priorities.
• Support travel, onsite logistics and executive communications.
• Coordinate procurement-related activities and vendor processes as needed.
• Collaborate with administrative colleagues to align leadership priorities and workflows.
• Handle confidential information with discretion and professionalism.

Skills

Executive support

Calendar management

Communication

Organizational skills

Travel coordination

Discretion

Education

Associate’s degree

Tools

Microsoft 365

Vendor management tools

Job description

At Johnson & Johnson,we believe health is everything. Our strength in healthcare innovation empowers us to build aworld where complex diseases are prevented, treated, and cured,where treatments are smarter and less invasive, andsolutions 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 jnj.com

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

All Job Posting Locations:

New Brunswick, New Jersey, United States of America

Job Description:

Function:

MedTech Supply Chain

Job Family:

Administrative / Executive Support

Location:

New Brunswick, New Jersey

Reports To:

Vice President, MedTech Supply Chain

Position Summary

The Executive Administrative Assistant provides comprehensive executive, administrative, and operational support to senior MedTech Supply Chain leadership. This role serves as a key coordination point across senior leaders, executive assistants, functional teams, business partners, and external stakeholders.

The position is responsible for managing complex executive schedules, coordinating leadership meetings and business events, supporting travel and onsite logistics, facilitating executive communications, and coordinating key business processes and administrative workflows. The Executive Administrative Assistant exercises sound judgement and discretion while managing competing priorities, sensitive information, deadlines, and activities requiring senior leadership attention.

The role requires a proactive, highly organized professional who can anticipate needs, identify and resolve scheduling and logistical challenges, maintain effective stakeholder relationships, and ensure that leadership priorities and commitments are executed efficiently.

Key Responsibilities

Executive Calendar and Priority Management

Manage complex and frequently changing executive calendars involving senior leaders and cross-functional stakeholders.

Coordinate meetings across multiple functions, locations, and time zones while considering executive travel and competing business priorities.

Assess scheduling conflicts, identify alternatives, and facilitate solutions that support leadership priorities.

Coordinate recurring and long-range executive meetings, including annual business-cycle planning.

Partner closely with other executive assistants to align schedules across leadership teams.

Executive Meeting and Event Coordination

Coordinate executive leadership meetings, organizational events, team gatherings, site visits, and special business sessions.

Partner with business teams and administrative colleagues to coordinate meeting dates, executive participation, venues, attendance, agendas, and related logistics.

Manage changes to meeting arrangements and develop alternatives when executive availability or business circumstances change.

Coordinate executive participation in global meetings, including complex time-zone considerations.

Executive and Stakeholder Communications

Serve as a key administrative point of contact between senior leadership and internal and external stakeholders.

Facilitate timely communication and follow-up across executives, executive assistants, functional teams, project teams, and business partners.

Prepare and coordinate leadership communications and supporting materials.

Ensure appropriate stakeholders are informed of decisions, changes, deadlines, and actions requiring attention.

Maintain professional relationships across a geographically dispersed and cross-functional organization.

Business Process and Operational Support

Coordinate administrative activities supporting executive and organizational business priorities.

Track requests, documentation, approvals, deadlines, and other activities requiring leadership attention.

Facilitate information flow between executive leadership and business teams.

Support special projects and cross-functional initiatives requiring executive-level administrative coordination.

Anticipate administrative and operational requirements and help resolve issues that could affect leadership commitments.

Procurement, Purchase Order and Vendor Coordination

Provide administrative coordination for procurement-related activities involving Statements of Work, vendor processes, purchase-order requests, and leadership approvals.

Work with internal stakeholders and external vendors to facilitate required documentation and administrative processes.

Monitor the status of requests and communicate progress to appropriate business stakeholders.

Coordinate items requiring executive review or approval.

Leadership and Organizational Process Coordination

Provide administrative coordination for leadership and organizational processes involving multiple senior stakeholders.

Manage scheduling, document collection, communications, and deadlines associated with leadership review cycles.

Coordinate required materials in advance of executive discussions and review meetings.

Handle sensitive organizational and employee information with appropriate confidentiality and discretion.

Travel, Site Visit and Executive Logistics

Support executive travel and related business logistics in partnership with appropriate internal teams and administrative colleagues.

Coordinate administrative details associated with site visits and executive participation in off-site activities.

Communicate requirements and logistical information needed to support executive visits.

Respond to changing travel and scheduling requirements and coordinate resulting calendar adjustments.

Administrative Team Collaboration

Build strong working relationships with executive assistants and administrative colleagues across the organization.

Collaborate across functions to coordinate executives, meetings, events, and business activities.

Serve as a resource and coordination point when activities span multiple leadership organizations.

Promote clear communication, consistency, and timely follow-through across administrative partnerships.

Qualifications

Required

A minimum of an Associate’s degree

A minimum of 8 years of administrative or similar experience is required, with significant experience supporting Vice Presidents, senior executives, or executive leadership teams.

Demonstrated experience providing administrative or executive support in a complex corporate environment.

Experience managing complex executive calendars and coordinating meetings involving multiple senior stakeholders.

Strong organizational, prioritization, and follow-through capabilities.

Excellent written and verbal communication skills.

Ability to manage multiple priorities and adjust quickly to changing business needs.

Strong attention to detail and demonstrated discretion when handling sensitive information.

Ability to work effectively with senior executives, business leaders, administrative colleagues, external partners, and cross-functional teams.

Strong proficiency with Microsoft 365 applications and standard corporate productivity tools.

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, external applicants please contact us via https://www.jnj.com/contact-us/careers . internal employees contact AskGS to be directed to your accommodation resource.

If you are under 18 years of age, you (the candidate) may need to obtain the necessary working papers or other documentation required by state law to start the assignment, as well as get a parent’s consent for the background check.

Required Skills:

Preferred Skills:

Administrative Support, Business Writing, Communication, Customer Centricity, Data Capturing, Diary Management, Document Management, Execution Focus, Microsoft Office, Office Administration, Organizational Knowledge, Organizing, Presentation Development, Problem Solving, Professional Ethics, Travel Planning, Typing

The anticipated base pay range for this position is :

$74,550.00 - $119,542.50

Additional Description for Pay Transparency:

Subject to the terms of their respective plans, employees are eligible to participate in the Company’s consolidated retirement plan (pension) and savings plan (401(k)).

This position is eligible to participate in the Company’s long-term incentive program.

Subject to the terms of their respective policies and date of hire, employees are eligible for the following time off benefits:

Vacation –120 hours per calendar year

Sick time - 40 hours per calendar year; for employees who reside in the State of Colorado –48 hours per calendar year; for employees who reside in the State of Washington –56 hours per calendar year

Holiday pay, including Floating Holidays –13 days per calendar year

Work, Personal and Family Time - up to 40 hours per calendar year

Parental Leave – 480 hours within one year of the birth/adoption/foster care of a child

Bereavement Leave – 240 hours for an immediate family member: 40 hours for an extended family member per calendar year

Caregiver Leave – 80 hours in a 52-week rolling period10 days

Volunteer Leave – 32 hours per calendar year

Military Spouse Time-Off – 80 hours per calendar year

For additional general information on Company benefits, please go to: - https://www.careers.jnj.com/employee-benefits