Executive Administrative Assistant

Johnson & Johnson•Spring House, PA

7d•Hybrid

About The Position

We are searching for the best talent for an Executive Administrative Assistant. This hybrid role will be in Spring House, PA. Our expertise in Innovative Medicine is informed and inspired by patients, whose insights fuel our science-based advancements. Visionaries like you work on teams that save lives by developing the medicines of tomorrow. Our Immunology team leads in the development of transformational medicines for immunological disorders and illnesses. You can influence where medicine is going by restoring health to millions of people living with immune diseases. Join us in developing treatments, finding cures, and pioneering the path from lab to life while championing patients every step of the way. The R&D Immunology Therapeutic Area (TA) is recruiting for an Executive Administrative Assistant. This position will provide outstanding administrative and operational support to the Vice President, GI Disease Area Stronghold Leader and other Immunology TA leaders as assigned. The role enables effective decision-making, coordination, and execution across a dynamic, global organization by anticipating leader and team needs, managing complex priorities, and supporting rapid response to critical business issues. The successful candidate will demonstrate behaviors consistent with Our Credo values, including sound judgment, confidentiality, accountability, and a strong customer-service orientation. The role requires proactive partnership with leaders, direct reports, administrative colleagues, and cross-functional stakeholders across the Immunology TA.

Requirements

A minimum of a High School diploma is required
A minimum of 6 years of experience as an administrative professional is required.
Demonstrated ability to provide administrative support at the Vice President level is required.
Expert-level proficiency in Microsoft Office programs, including 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, Health Care Compliance GO-EX, eMarketplace, and related systems, is required.
Prior experience with expense reporting is required.
Experience coordinating domestic and international travel, including flight, hotel, ground transportation, and visa logistics, is required.
Demonstrated ability to maintain highly confidential information is required.
Role-appropriate AI fluency is required, including comfort with approved AI tools, prompt generation, workflow efficiency use cases, and responsible AI practices.
Strong organizational and time-management skills, excellent attention to detail, and the ability to prioritize work against critical deadlines in a dynamic, fast-paced, multicultural, global environment are required.
Responsive, energetic, and enthusiastic customer focus is required, including the ability to anticipate stakeholder needs without direct instruction and proactively address them.
Must be a strong team player who can coordinate effectively with other administrative staff.

Nice To Haves

an associate degree or higher and/or CPS is preferred.
Ability to exercise sound judgment and discretion to independently assess and resolve complex situations, problems, and prioritization needs is preferred.
The preferred candidate will have strong interpersonal skills and the ability to work independently in the absence of supervisors.

Responsibilities

Calendar administration: schedule business-related meetings and conferences using platforms such as Global Connect, Microsoft Teams, or Zoom; reserve conference rooms; verify and arrange A/V equipment; coordinate food/catering; and proactively resolve meeting conflicts.
Meeting and event coordination: Coordinate end-to-end logistics for staff meetings, workshops, town halls, external collaboration engagements, off-site team events, and urgent ad hoc meetings with senior leaders to support decision-making and business continuity.
Travel coordination: arrange domestic and international business travel and lead logistics for flights, hotels, ground transportation, and travel visas, as needed.
Expense, invoice, and records management: managing purchase orders, invoice tracking, expense reports, financial and expense records, office supplies, confidential correspondence, and files.
Document preparation and maintenance: draft correspondence, memos, presentations, and other materials; manage highly confidential documents with discretion; and maintain organized electronic files with appropriate version control across Microsoft Teams and SharePoint.
Leadership and team operations: maintain organization charts, Leadership Team SharePoint content, monthly reports, and distribution lists; direct inquiries; and coordinate backup coverage for supported leaders when needed.
Project and follow-up tracking: track deliverables, due dates, dependencies, and follow-up actions for projects and assignments, helping leaders and teams maintain momentum against critical deadlines.
Prioritization support: proactively anticipate the needs of supported leaders and teams, stay aware of key business priorities, and help prioritize meetings, workload, and decision points accordingly.
Stakeholder communication: communicate effectively with internal and external partners at all levels, including on confidential or critical matters; exercise sound judgment and discretion when independently assessing and resolving complex situations.
Administrative partnership: collaborate with Immunology TA administrative staff colleagues to ensure administrative efficiencies and provide backup coverage to other administrative desks in the Immunology TA, as needed.
AI-enabled productivity: responsibly use approved AI tools to draft, summarize, organize information, identify workflow efficiencies, and accelerate routine administrative processes while protecting confidential information and complying with company policies.