Executive Assistant, VP, MedTech Communications & Public Affairs

6029-MEDICAL DEVICE BUSINESS SERVICES, INC. Legal Entity; Santa Clara (CA); On-site; USD 82,000 - 131,000; Full time

Benefits offered by this job

Vacation

Sick time

Parental Leave

Bereavement Leave

Volunteer Leave

Job summary

Johnson & Johnson is seeking an Executive Assistant to the VP, MedTech Communications & Public Affairs. This role will manage a global calendar, coordinate travel, prepare leadership materials, and support strategic initiatives across a fast-paced global function within MedTech.

The preferred location is Santa Clara, CA, with consideration for Irvine, CA. The role demands discretion, exceptional organization, and the ability to collaborate with senior leaders and cross-functional teams.

Qualifications

• Bachelor’s degree preferred or equivalent combination of education and relevant professional experience.
• 5+ years of experience providing executive administrative support, executive coordination, or comparable operational support, ideally in a complex global organization.
• Demonstrated experience supporting a senior executive and managing a complex, high-volume calendar strongly preferred.

Responsibilities

• Provide high-level executive support to the VP, MedTech Communications & Public Affairs, including proactive calendar management, meeting coordination, travel planning, expense reporting, and management of day-to-day priorities.
• Serve as a trusted partner to the VP, anticipating needs, helping prioritize competing demands, and ensuring appropriate preparation and follow-through across key meetings, commitments, and business priorities.
• Manage a complex global calendar, exercising judgment in balancing leadership priorities, business needs, travel, internal and external engagements, and time-sensitive requests.
• Coordinate leadership team and broader organizational operating rhythms, including agendas, pre-reads, meeting materials, logistics, action items, and follow-ups for leadership meetings, global team meetings, town halls, off-sites, and other forums.
• Maintain visibility across the VP's key priorities and commitments, helping track important milestones, decisions, actions, and dependencies and ensuring timely follow-through.
• Partner closely with members of the MedTech Communications & Public Affairs leadership team, their assistants, and colleagues across MedTech and Johnson & Johnson to facilitate coordination, information flow, and effective execution.
• Build strong working relationships with executive assistants supporting senior Johnson & Johnson leaders and coordinate seamlessly across complex executive schedules and priorities.
• Coordinate domestic and international travel, including detailed itineraries, logistics, meeting arrangements, and changes that may arise while traveling.
• Support planning and coordination for major leadership and business moments, including leadership meetings, employee forums, external engagements, business reviews, global meetings, and executive events.
• Support budget and operational processes in partnership with the appropriate finance and operations teams, including T&E, purchase orders, invoices, vendor coordination, and related administrative requirements.
• Provide point-in-time reports and tracking related to expenses, purchase orders, vendors, and other operational needs as required.
• Handle confidential information, organizational matters, sensitive business topics, and time-critical communications with a high degree of professionalism and discretion.
• Provide formatting, proofreading, coordination, and other support for presentations, leadership materials, meeting documents, and communications as needed.
• Help foster a strong team culture and employee experience by supporting team meetings, recognition, onboarding, off-sites, and other activities that connect and engage the global organization.
• Identify opportunities to simplify processes, improve ways of working, and strengthen the effectiveness of the VP's office and leadership team.

Skills

Administrative Support

Calendar Management

Travel Planning

Communication

Executive Coordination

Education

Bachelor's degree or equivalent

Tools

Microsoft 365

Outlook

PowerPoint

Word

SharePoint

Concur

Ariba/eMarketplace

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

Job Function: Communications & Corporate/External Affairs
Job Sub Function: External Communications
Job Category: Business Enablement/Support
All Job Posting Locations: Irvine, California, United States of America, Santa Clara, California, United States of America

Job Description

We are searching for the best talent to join our team as the Executive Assistant to the VP, MedTech Communications & Public Affairs. This position has a preferred location of Santa Clara, CA but consideration will be given to Irvine, CA. The Executive Assistant will provide high-level executive, administrative, and operational support to the VP, MedTech Communications & Public Affairs, helping enable the effective operation of a global function supporting Johnson & Johnson MedTech. This role serves as a trusted partner to the VP and an important connective point across the MedTech Communications & Public Affairs leadership team and broader organization. The Executive Assistant will manage a complex and dynamic calendar, coordinate global meetings and travel, help drive leadership team operating rhythms, and ensure effective follow-through on key priorities and commitments. The successful candidate will be highly organized, proactive, resourceful, and comfortable operating in a fast-paced global environment. The role requires excellent judgment and discretion, an ability to anticipate needs and changing priorities, and confidence interacting with senior executives, executive assistants, global colleagues, external stakeholders, and agency partners.

Responsibilities

• Provide high-level executive support to the VP, MedTech Communications & Public Affairs, including proactive calendar management, meeting coordination, travel planning, expense reporting, and management of day-to-day priorities.
• Serve as a trusted partner to the VP, anticipating needs, helping prioritize competing demands, and ensuring appropriate preparation and follow-through across key meetings, commitments, and business priorities.
• Manage a complex global calendar, exercising judgment in balancing leadership priorities, business needs, travel, internal and external engagements, and time-sensitive requests.
• Coordinate leadership team and broader organizational operating rhythms, including agendas, pre-reads, meeting materials, logistics, action items, and follow-ups for leadership meetings, global team meetings, town halls, off-sites, and other forums.
• Maintain visibility across the VP's key priorities and commitments, helping track important milestones, decisions, actions, and dependencies and ensuring timely follow-through.
• Partner closely with members of the MedTech Communications & Public Affairs leadership team, their assistants, and colleagues across MedTech and Johnson & Johnson to facilitate coordination, information flow, and effective execution.
• Build strong working relationships with executive assistants supporting senior Johnson & Johnson leaders and coordinate seamlessly across complex executive schedules and priorities.
• Coordinate domestic and international travel, including detailed itineraries, logistics, meeting arrangements, and changes that may arise while traveling.
• Support planning and coordination for major leadership and business moments, including leadership meetings, employee forums, external engagements, business reviews, global meetings, and executive events.
• Support budget and operational processes in partnership with the appropriate finance and operations teams, including T&E, purchase orders, invoices, vendor coordination, and related administrative requirements.
• Provide point-in-time reports and tracking related to expenses, purchase orders, vendors, and other operational needs as required.
• Handle confidential information, organizational matters, sensitive business topics, and time-critical communications with a high degree of professionalism and discretion.
• Provide formatting, proofreading, coordination, and other support for presentations, leadership materials, meeting documents, and communications as needed.
• Help foster a strong team culture and employee experience by supporting team meetings, recognition, onboarding, off-sites, and other activities that connect and engage the global organization.
• Identify opportunities to simplify processes, improve ways of working, and strengthen the effectiveness of the VP's office and leadership team.

Education & Experience

Bachelor’s degree preferred or equivalent combination of education and relevant professional experience.

5+ years of experience providing executive administrative support, executive coordination, or comparable operational support, ideally in a complex global organization.

Demonstrated experience supporting a senior executive and managing a complex, high-volume calendar strongly preferred.

Experience working within a global, matrixed, highly regulated, or similarly complex organization preferred.

Experience supporting senior leaders within Communications, Public Affairs, Corporate Affairs, Government Affairs, Marketing, Human Resources, Legal, or another enterprise function is a plus.

Desired Candidate Attributes

Be an exceptionally organized, proactive, and trusted executive partner who can anticipate needs and stay several steps ahead in a fast-moving environment.

Demonstrate excellent judgment in managing the VP's time and priorities, knowing when to act independently, when to seek input, and when to elevate.

Have strong experience managing complex executive calendars, global travel, shifting priorities, and competing requests.

Exercise exceptional discretion and professionalism when handling confidential information, organizational matters, executive materials, and sensitive business topics.

Possess excellent interpersonal skills and the confidence to work effectively with senior executives, executive assistants, global colleagues, agencies and external stakeholders.

Bring strong written and verbal communication skills, with excellent attention to detail and the ability to proofread, format, and refine materials accurately.

Demonstrate exceptional follow-through and the ability to manage multiple priorities and deadlines without losing sight of details.

Be highly resourceful and solutions-oriented, with an ability to navigate complexity, resolve issues, and keep work moving.

Possess strong proficiency in Microsoft 365 and relevant enterprise systems and collaboration tools, including Outlook, Teams, PowerPoint, Word, SharePoint, Concur, Ariba/eMarketplace, and related platforms.

Bring a collaborative, positive, and "can-do" approach and demonstrate Johnson & Johnson Credo values and leadership behaviors.

Be comfortable supporting global teams and activities that may occasionally require flexibility outside normal business hours.

Required Skills

• Administrative Support
• Brand Identity
• Communication
• Communications Measurement
• Copy Editing
• Corporate Communications Strategy
• Corporate Management
• Customer-Centric Organizational Culture
• Emotional Intelligence
• Event Management
• Execution Focus
• External Communication
• Problem Solving
• Relationship Building
• Researching
• Service Excellence
• Stakeholder Engagement

Preferred Skills

• Administrative Support
• Brand Identity
• Communication
• Communications Measurement
• Copy Editing
• Corporate Communications Strategy
• Corporate Management
• Customer-Centric Organizational Culture
• Emotional Intelligence
• Event Management
• Execution Focus
• External Communication
• Problem Solving
• Relationship Building
• Researching
• Service Excellence
• Stakeholder Engagement

Benefits

• 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)).
• 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 period
• 10 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

Pay Transparency

The anticipated base pay range for this position is : $81,650.00 - $130,927.50

Equal Opportunity & Diversity Statement

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 and Johnson is committed to providing an interview process that is inclusive of our applicants’ needs.

Company Culture

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/.