Senior Administrative Assistant

Jnjmedtech; Santa Clara (CA); On-site; USD 56,000 - 85,000; Full time

Job summary

A leading healthcare innovation company is seeking a Senior Administrative Assistant in Santa Clara, CA. This role supports key executives and manages various administrative functions, including event planning and communication. Ideal candidates will have extensive experience in coordination and demonstrate proficiency in Microsoft applications. With a focus on delivering high-quality support, this position offers a competitive salary and opportunities for professional growth.

Benefits

Medical, dental, and vision benefits

401(k) retirement plan

Paid time off including vacation and sick time

Annual performance bonus eligibility

Qualifications

• Five or more years’ experience in a high-level coordinator or event planning role.
• Experience supporting commercial and sales functions desired.

Responsibilities

• Provides administrative support to VPs in marketing and education.
• Coordinates marketing-related internal and customer-facing activities.
• Manages travel and reconciles expense reports for marketing leadership.

Skills

Interpersonal Skills

Organization

Communication

Microsoft Applications

Event Planning

Education

BA/BS or equivalent experience

Job description

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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

Job Function

Business Support

Job Sub Function

Administration & Secretarial

Job Category

Business Enablement/Support

All Job Posting Locations:

Santa Clara, California, United States of America

Job Description

Johnson & Johnson is recruiting for a Sr. Administrative Assistant located in Santa Clara, CA.

Fueled by innovation at the intersection of biology and technology, we’re developing the next generation of smarter, less invasive, more personalized treatments. Ready to join a team that’s pioneering the development and commercialization of Intravascular Lithotripsy (IVL) to treat complex calcified cardiovascular disease. Our Shockwave Medical portfolio aims to establish a new standard of care for medical device treatment of atherosclerotic cardiovascular disease through its differentiated and proprietary local delivery of sonic pressure waves for the treatment of calcified plaque.

Provides administrative support to the VP of Downstream Marketing & Education, VP of Upstream Marketing and VP of Market Access. Completes tasks to ensure accuracy, timeliness, and quality of deliverables. Conducts administrative support to facilitate marketing executive's ability to effectively lead the organization. Communicates with marketing and market access employees, management, external business contacts, and vendors in a courteous and professional manner. Organizes and records data to support coordination of presentation materials and other documentations in a variety of formats. Provides meeting planning and scheduling support, coordinating venues, materials, and technology support. Demonstrates Johnson & Johnson’s Leadership Imperatives and Credo.

Essential Job Functions

• Coordination of marketing-related internal and customer-facing activities – ensuring effective and purposeful scheduling and collaborating as needed with others on the coordination of presentations, dinners, and events.
• Provide on-site logistical support as needed during customer events, conferences, and sales meetings.
• Manages or assists with special event planning including site selection and/or restaurant identification, coordinating contracts, sending meeting confirmations, preparing and distributing meeting materials, etc., for select Sales leadership meetings (Sales Leadership Meeting, Regional Sales Leadership meetings, National Sales meeting, etc.). Coordination of virtual/in-person monthly marketing meetings; manage development of slide presentation and materials, provide technical support / help moderate the meetings.
• Manages travel and reconciles expense reports for marketing leadership.
• Initiates purchase requisitions submissions, and contract drafting and submissions and new vendor setup/onboarding as needed.
• Assists in preparing budget spreadsheets and tracking expenses for marketing organization activities.
• Triage requests, responding or referring issues to others as appropriate; independently and proactively manages administrative functions related to team's responsibilities.
• Composes and manages correspondence on behalf of the marketing leadership, especially follow-up and thank-you letters to customers, physicians, Key Opinion Leaders, etc., reinforcing SWAV’s image and professionalism through polished and professional communications and interactions.
• Plans, organizes and manages multiple calendars; works with other support functions, and other key stakeholders/staff to determine priorities and resolve schedule conflicts.
• Responsible for maintaining the marketing organization chart for use with key stakeholders.
• Proactively manages special projects.
• Ensures key stakeholders are apprised of project progress as necessary.
• Additional administrative tasks as needed to support the business.
  
  

Qualifications

• Five or more years’ experience in a high-level coordinator or event planning role
• BA/BS or equivalent experience
• Ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful & efficient, with a high level of professionalism is crucial to this role
• Experience supporting commercial and sales functions desired; medical device company experience preferred
• Demonstrates expert knowledge of Microsoft applications including Outlook, Word, PowerPoint and Excel
• Adaptable – adapts to changes in the work environment while managing competing demands; is able to deal with frequent change, delays or unexpected events; can work under pressure and will little supervision
• Proactive – highly motivated self-starter, proactive thinker, organized, detail oriented.
• Communicator – advanced interpersonal skills, both verbal and written
• Confident – confidence to interact with senior and executive level management
• Discrete – identify sensitive information and maintain confidentiality with tact and discretion
• Collaborative – contribute to a positive, collaborative, and innovative work environment
  
  

This job posting is anticipated to close on 6/23/2025. The Company may however extend this time-period, in which case the posting will remain available on https://www.careers.jnj.com to accept additional applications.

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. If you are an individual with a disability and would like to request an accommodation, please email the Employee Health Support Center ([e-mail]) or contact AskGS to be directed to your accommodation resource.

The anticipated base pay range for this position is :

$56,350 - $85,000

Additional Description For Pay Transparency

This position is eligible for overtime. The Company maintains highly competitive, performance-based compensation programs. Under current guidelines, this position is eligible for an annual performance bonus in accordance with the terms of the applicable plan. The annual performance bonus is a cash bonus intended to provide an incentive to achieve annual targeted results by rewarding for individual and the corporation’s performance over a calendar/performance year. Bonuses are awarded at the Company’s discretion on an individual basis. Employees and/or eligible dependents may be eligible to participate in the following Company sponsored employee benefit programs: medical, dental, vision, life insurance, short- and long-term disability, business accident insurance, and group legal insurance. Employees may be eligible to participate in the Company’s consolidated retirement plan (pension) and savings plan (401(k)). Employees are eligible for the following time off benefits: Vacation – up to 120 hours per calendar year Sick time - up to 40 hours per calendar year; for employees who reside in the State of Washington – up to 56 hours per calendar year Holiday pay, including Floating Holidays – up to 13 days per calendar year of Work, Personal and Family Time - up to 40 hours per calendar year Additional information can be found through the link below. http://www.careers.jnj.com/employee-benefits The compensation and benefits information set forth in this posting applies to candidates hired in the United States. Candidates hired outside the United States will be eligible for compensation and benefits in accordance with their local market.

Seniority level

• Seniority level

  Not Applicable

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Hospitals and Health Care

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