Executive Administrative Assistant

6029-MEDICAL DEVICE BUSINESS SERVICES, INC. Legal Entity; Pennsylvania; On-site; USD 45,000 - 65,000; Full time

Job summary

Johnson & Johnson in West Chester, PA seeks an Executive Administrative Assistant reporting to the Vice President of Marketing for the Trauma Business Unit. This role supports the leadership ecosystem with proactive calendar management, travel planning, and confidential documentation while coordinating meetings, events, and onboarding activities.

The position requires strong Microsoft Office proficiency, experience with HR/expense systems, and the ability to operate in a fast‑paced, matrixed

Qualifications

• Minimum of a high school diploma; bachelor’s degree preferred.
• At least 6 years of executive‑level administrative experience.
• Proficiency with Microsoft Office, including Word, Excel, PowerPoint, Outlook; experience with CoPilot.

Responsibilities

• Manage complex calendars across global time zones and prioritize meetings.
• Prepare travel arrangements, expense reports, and presentations.
• Provide confidential support for contracts, PO processing, and department coordination.
• Help plan meetings, trainings, and off‑sites; support onboarding of new hires.
• Maintain audit compliance and collaborate with other executive assistants.

Skills

Microsoft Office

Workday

Concur

Teams

SharePoint

Education

High school diploma

Bachelor’s degree preferred

Tools

CoPilot

Outlook

PowerPoint

Excel

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 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: West Chester, Pennsylvania, United States of America

Job Description: We are searching for the best talent for an Executive Administrative Assistant. This position is in West Chester, PA and will report into the Vice President of Marketing for the Trauma Business Unit. Johnson & Johnson announced plans to separate our Orthopaedics business to establish a standalone Orthopaedics company, operating as DePuy Synthes. The process of the planned separation is anticipated to be completed within 18 to 24 months, subject to legal requirements, including consultation with works councils and other employee representative bodies, as may be required, regulatory approvals and other customary conditions and approvals. Should you accept this position, it is anticipated that, following conclusion of the transaction, you would be an employee of DePuy Synthes and your employment would be governed by DePuy Synthes employment processes, programs, policies, and benefit plans. In that case, details of any planned changes would be provided to you by DePuy Synthes at an appropriate time and subject to any necessary consultation processes.

About Orthopaedics Fueled by innovation at the intersection of biology and technology, we’re developing the next generation of smarter, less invasive, more personalized treatments. Are you passionate about improving and expanding the possibilities of Orthopaedics? Ready to join a team that’s reimagining how we heal? Our Orthopaedics teams help keep more than 6 million people moving each year while delivering clinical and economic value to surgeons and healthcare systems. Our teams build solutions for joint reconstruction; trauma and craniomaxillofacial; sports, extremities, and elective foot and ankle; spine; and robotics and digital surgery. Your unique talents will help patients on their journey to wellness. Learn more at https://www.jnj.com/medtech

The Executive Administrative Assistant, Trauma Marketing provides high‑level administrative, coordination, and operational support to the Vice President of Marketing for the Trauma Business Unit and their leadership ecosystem, enabling organizational efficiency and leadership effectiveness. Operating with a strategic executive partnership mindset, the role ensures smooth information flow, disciplined execution, and operational reliability—allowing leaders to focus on enterprise priorities, external engagement, and strategic decision‑making. The Executive Administrative Assistant acts as a trusted extension of the Vice President of Marketing, balancing operational excellence with sound judgment, discretion, and enterprise awareness.

Key Responsibilities

• Manage complex, high‑stakes calendars across global time zones, balancing governance, leadership availability, and external visibility
• Proactively optimize calendars to protect focus time and align time investment with enterprise priorities
• Supporting work to prepare for internal meetings and customer‑facing meetings including the Trauma Business Unit Leadership Team meeting, Marketing team meetings, culture/team building activities, customer visits, trade shows, sales meetings
• Scheduling and arranging large and small meetings with internal, external and global partners
• Track and coordinate follow ups, actions and decisions to ensure accountability and momentum
• Preparing domestic and international travel, expense reports, presentations, memos and correspondence
• Leading the planning and coordinating preparation for team meetings, training and off‑sites
• Appropriately and confidentially handling documentation in a timely manner
• Deep understanding of and an expert level of proficiency in Microsoft Office programs (Word, Excel, Teams, PowerPoint, ChatGPT, Copilot and Outlook) is required
• Solid computer skills and proficiency with productivity tools and portal technology is preferred
• Excellent verbal and written interpersonal skills, with extraordinary problem solving
• Maintaining current department‑wide distribution lists for e‑mail, etc.
• Providing support on contracts, purchase orders, and other administrative support
• Providing support for large departmental and group meetings, including logistical support (meeting room space, catering requirements, AV support, agenda support)
• Provide support for onboarding activities for new hires
• Act as department lead overseeing office activities to maintain audit compliance
• Partnering with other Executive Assistants in the organization as needed

Qualifications

• A minimum of a high school diploma is required; a Bachelor’s degree preferred.
• A minimum of 6 years of executive‑level administrative experience is required.
• Demonstrated expertise in Microsoft Office programs (Word, Excel, PowerPoint, CoPilot, and Outlook) is required.
• Experience working with systems such as HR systems (such as Workday) on‑line travel systems and/or expense reporting system (such as Concur) is required.
• Demonstrated proficiency with productivity tools and portal technologies (i.e. Teams, Zoom, SharePoint sites) is required.
• Must be able to manage multiple priorities, maintain confidentiality, and operate with poise and professionalism in a complex, high‑profile, and rapidly changing environment.
• Must be able to work collaboratively as part of a team, possess exceptional communication skills (both written and verbal), operate with a high sense of urgency while maintaining a high degree of professionalism.
• Ability to utilize excellent judgment and emotional intelligence and act as trusted advisor for leaders and all departmental team members is required.
• Ability to multi‑task, work with minimal supervision, and achieve results in a fast‑paced environment is required.
• Strong organizational skills and experience supporting and working in a matrix organization is preferred.

Location and Travel

This position is located in West Chester, PA and may require occasional travel for business meetings. This job posting is anticipated to close on 11/18/2026. This position is overtime eligible.

Required and Preferred Skills

• Administrative Support
• AI Judgement Integration
• 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

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 https://www.jnj.com/contact-us/careers or contact AskGS to be directed to your accommodation resource.

Throughout the recruitment process - from application through hiring - we are committed to providing reasonable accommodations/adjustments for qualified candidates with disabilities.

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 https://www.jnj.com/. Our Credo calls on us to respect the dignity of every individual and create an environment for all people to thrive.