Executive Administrative Assistant

Johnson & Johnson Innovative Medicine•Raritan, NJ

6d•Hybrid

About The Position

The Executive Administrative Assistant provides high‑level administrative, coordination, and operational support to SVP / VPs 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 executive strategy office, balancing operational excellence with sound judgment, discretion, and enterprise awareness.

Requirements

A bachelor’s degree
A minimum of 8 years of experience in executive coordination or senior administrative support within complex, matrixed organizations and proven support of VP, or SVP‑level leaders
Experience leveraging AI tools to enhance productivity and workflow efficiency
Strong proficiency in Concur Travel & Expense, Microsoft Suite, Excel, and PowerPoint
Advanced calendar, meeting, and event management experience
Exceptional written and verbal communication skills
High judgment, discretion, and emotional intelligence
Ability to synthesize information, anticipate needs, and operate independently
Comfort with ambiguity, shifting priorities, and incomplete inputs
Strong organizational discipline paired with enterprise‑level thinking

Nice To Haves

Administrative Support
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

Responsibilities

Act as a trusted thought partner to SVP / VPs, proactively managing administrative and operational demands to support enterprise strategy and leadership priorities.
Operate with a CEO‑office mindset, anticipating downstream impacts, sequencing, and trade‑offs across business, governance, and external commitments.
Exercise independent judgment in managing time, access, and information flow, escalating only when value‑adding or risk‑mitigating.
Provide stability, clarity, and momentum in complex, fast‑moving environments.
Manage complex, high‑stakes calendars across global time zones, balancing governance, leadership availability, and external visibility.
Serve as an effective gatekeeper for scheduling and access.
Own the annual executive cadence, anticipating leadership meetings, board‑adjacent activity, talent reviews, enterprise forums, conferences, and external engagements.
Proactively optimize calendars to protect focus time and align time investment with enterprise priorities.
Coordinate internal and external meetings with a “no surprises” standard, ensuring executives are fully prepared with the right materials, context, and stakeholders.
Manage end‑to‑end meeting logistics, including agendas, pre‑reads, and executive‑ready presentation materials.
Partner with leaders and other EAs / Coordinators to align agendas and sequencing for complex, multi‑leader forums.
Track and coordinate follow‑ups, actions, and decisions to ensure accountability and momentum.
Manage executive email and correspondence with an enterprise lens, filtering noise and surfacing critical issues.
Draft responses and communications that reflect executive voice, intent, and priorities.
Serve as a primary point of contact for SVP / VPs, tracking action items and follow‑ups.
Act as a professional interface with senior leaders, internal teams, external partners, and vendors.
Coordinate internal and external communications and initiatives on behalf of SVP / VPs.
Oversee office operations, including supplies, services, purchasing, and vendor coordination.
Maintain efficient administrative processes and provide backup support across the administrative team as needed.
Support leadership initiatives and special projects based on priorities and capacity.
Assist with offsites, visitor management, compliance tracking, committee coordination, and contract or payment processes.
Support internal communities (e.g., Credo Committee, Culture Team, WiSTEM, ERGs) through coordination and logistics.
Independently manage or contribute to operational projects tied to leadership effectiveness or transformation.
Maintain organized electronic and physical filing systems; record and distribute meeting minutes.
Support onboarding through coordination of materials, access, and logistics.
Coordinate travel, lodging, and transportation for Senior Executives.
Process and reconcile expenses in compliance with policy.
Plan and execute meetings and events, including logistics, A/V, space setup, and catering.
Assist with budget tracking as required.
Continuously improve administrative and departmental workflows.
Handle sensitive and business‑critical information with absolute discretion and professionalism.
Ensure operational reliability so leaders can operate at full effectiveness without administrative distraction.
Liaise with internal teams, external partners, and vendors to ensure smooth operations.
Enable strong cross‑functional collaboration through clear communication and follow‑through.

Benefits

Consolidated retirement plan (pension)
Savings plan (401(k))
Vacation –120 hours per calendar year
Sick time - 40 hours per calendar year (varies by state)
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
Volunteer Leave – 32 hours per calendar year
Military Spouse Time-Off – 80 hours per calendar year