Executive Meeting Coordinator; Portfolio and Operations - Immunology

Johnson & Johnson; North Carolina; On-site; USD 70,000 - 90,000; Full time

Job summary

Johnson & Johnson is seeking an Executive Meeting Coordinator to provide comprehensive administrative support to a senior director within the Immunology Therapeutic Area. This role involves managing complex calendars, organizing meetings, and handling travel logistics while maintaining confidentiality and executing tasks independently. Ideal candidates will have significant experience with executive support and exhibit strong organizational skills, tech proficiency, and the ability to thrive in a dynamic environment.

Qualifications

• Minimum six years of experience providing administrative support to senior leaders.
• Expertise in Microsoft Office programs is required.
• Proven ability to prioritize critical deadlines in a fast-paced environment.

Responsibilities

• Provide executive-level administrative support including calendar management.
• Coordinate travel logistics for domestic and international travel.
• Manage logistics for high-impact meetings and events.

Skills

Organizational skills

Problem-solving

Communication

Interpersonal skills

Attention to detail

Education

Associate's degree

Tools

Microsoft Office

Concur

Workday

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:

Professional

All Job Posting Locations:

Spring House, Pennsylvania, United States of America

Job Description:

Johnson & Johnson Innovative Medicine is recruiting for an Executive Meeting Coordinator, located in Spring House, PA for the Immunology Therapeutic Area (TA) within Research & Development.

This position will provide advanced administrative responsibilities and operational support to the Senior Director of Portfolio & Operations team and offers broad-based assistance to the team within the Immunology Therapeutic Area (TA). This role requires exceptional organizational, communication, and problem-solving skills, along with the ability to manage sensitive and confidential matters with discretion. Operating independently and with minimal supervision, the role ensures seamless coordination of executive calendars, priority meetings inclusive of the portfolio governance committee, senior leadership meetings, advisory board engagements and team initiatives. The position reports to the Senior Director, Portfolio & Operations team.

Key Responsibilities include:

• Provide comprehensive executive-level administrative support, including strategic calendar management, complex meeting coordination, expense reporting, and domestic/international travel logistics.
• Lead the logistics planning and execution of high-impact meetings and events, such as Immunology TA leadership and governance committees, leadership off-sites, advisory boards, and portfolio summits—ensuring seamless logistics and stakeholder alignment.
• Manage internal and external meeting logistics across formats (on-site, off-site, virtual via Zoom/Teams), including attendee coordination, catering, venue setup, and technology needs.
• Arrange and oversee end-to-end travel for executives, covering flights, accommodations, ground transport, and visa requirements, ensuring compliance and minimizing disruption.
• Support governance activities by maintaining current and accurate distribution lists, coordinating meeting agendas, attendees and materials, and ensuring timely communication to participants.
• Handle highly confidential materials with discretion; organize and maintain electronic filing systems across platforms including Teams, SharePoint, and Outlook.
• Prepare, submit, and reconcile executive expense reports in Concur in strict alignment with corporate policies.
• Manage procurement workflows including vendor coordination, contract development, and purchase order processing via systems such as HCC GO-EX and eMarketplace.
• Track action items and drive timely follow-up on decisions and deliverables to ensure accountability and progress.
• Serve as a key liaison and trusted partner to internal and external stakeholders, representing leadership with professionalism and discretion at all organizational levels.
• Anticipate executive needs by planning proactively and prioritizing short- and long-term objectives.
• Partner with a network of administrative professionals to foster knowledge-sharing, standardize best practices, and provide agile team support across functions.
• Offer backup support to other executives and admin desks as needed to ensure business continuity.
• Maintain a consistent on-site presence (3–4 days/week) at the Spring House location to foster collaboration and responsiveness.
• Uphold the company’s Code of Business Conduct, consistently demonstrating behaviors aligned with the Credo and corporate values.

Qualifications

• Associate's degree is required
• Position requires a minimum of six years of experience providing administrative support and meeting management to multiple senior-level leaders (such as Senior Directors/Executives, Teams)
• Expert level proficiency in Microsoft Office programs (Outlook, OneDrive, Word, Excel and PowerPoint) is required
• Ability to learn specialized computer software used for expense reporting, travel reservations, procurement, and other applications (such as Concur, Workday, International Contract Database, eMarketplace, etc.)
• Prior experience with expense reporting is required
• Experience coordinating domestic and international travel, including flight, hotel and transportation, is required.
• A technologically savvy problem solver is required
• Expertise in document preparation, redlining, and proofreading is required
• Demonstrated ability to maintain highly confidential information is required
• Must be a self-starter with strong interpersonal skills and ability to work independently in the absence of supervisors
• Strong organizational and time management skills, excellent attention to detail and the proven ability to prioritize work against critical deadlines in a dynamic, fast-paced, multicultural, global environment is required
• Ability to think analytically and to exercise both discretion and sound judgment are required. Must be proactive and possess the ability to plan and drive execution of tasks/projects
• Responsive, energetic and enthusiastic credo focus is required. Ability to anticipate stakeholder needs without direct instruction and be proactive in addressing them is required
• Must be a strong team player with the ability to coordinate with other administrative staff

Johnson & Johnson is an Affirmative Action and 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, or protected veteran status and will not be discriminated against on the basis of disability.

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The anticipated base pay range for this position is :

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