Executive Administrative Assistant

Johnson & Johnson Innovative Medicine•New Brunswick, NJ

About The Position

This role is responsible for providing executive administrative support to the VP, Global Procurement Services and the VP, Procurement Business Services both based in New Burnswick, NJ. The Executive Administrative Assistant (EA) will provide high-impact administrative support enabling efficient operation, strategic scheduling and successful execution of cross-functional initiatives in a fast-paced environment. This role requires discretion, proactive ownership, and strong collaboration across the organization, with a focus on calendar management, travel & expense processes, procurement support, data gathering, meeting logistics, and confidential material handling. The successful candidate will be adept at leveraging the latest tools and technologies, and independently assessing and resolving complex situations while demonstrating flexibility in response to shifting priorities.

Requirements

High School Diploma required, Bachelor's degree is preferred
A minimum of eight (8) years of advanced administrative experience is required
Deep understanding and demonstrate an expert level of proficiency in Microsoft Office programs (Word, Excel, Teams, PowerPoint, ChatGPT, Copilot and Outlook) is required
Excellent verbal and written interpersonal skills, with extraordinary problem solving skills
Ability to synthesize data into clear executive summaries and dashboards.
Demonstrated ability to multi-task, work with minimal supervision, and achieve results in a dynamic environment is preferred
Must be able to handle multiple priorities, maintain confidentiality, and operate with diplomatic and integrity in a complex, high profile, and rapidly changing environment is required.
Strong verbal and written communication skills, with the ability to confidently present complex information to senior executives
Demonstrated learning agility, and the ability to improve both yourself and the people around you
Execution focused with high sense of urgency
Works proactively by anticipating actions & recommendations needed based on upcoming plans, travel, events, actions.
Travel required - 5-10% both Domestic and International

Nice To Haves

Solid computer skills and proficiency with productivity tools and portal technology (e.g., AskGS., Our Source, WebEx, SfB, Concur, Ariba, J&J eMarketplace, Global Connect, move.jnj.com, hire.jnj.com) is preferred

Responsibilities

Independently manage complex, cross-time-zone calendars and strategic schedules, prioritizing competing demands, enforcing calendar hygiene, and ensuring executive time is optimized for high‑value activities.
Arrange and oversee domestic and international travel, including itineraries, visa support, travel preparation, and timely reconciliation of travel expenses.
Plan, coordinate, and execute high‑impact meetings, executive visits, and events—defining agendas, preparing materials, managing logistics (venue, AV, catering, and virtual platforms), and driving post‑meeting follow‑up.
Serve as a trusted liaison and professional representative for the Global Procurement leadership with internal and external stakeholders, handling sensitive communications and building strong cross‑functional relationships.
Handle confidential and sensitive information with the highest level of discretion, independent judgement, and adherence to corporate ethics and compliance standards.
Support procurement and purchasing workflows, including initiating and tracking purchase orders, coordinating vendor communications, and partnering with Procurement Business Services to ensure timely execution.
Act as the Vice Presidents’ proxy in financial and human resource systems—processing transactions, supporting expense management and ensuring accuracy in system entries.
Maintain and govern department materials and digital repositories (e.g., SharePoint, org charts, distribution lists, conference room schedules), ensuring version control, secure access, and up‑to-date documentation.
Collaborate closely with other executive assistants and administrative colleagues across the corporation to streamline cross‑functional workflows, ensure continuity of coverage, and share best practices.
Support onboarding, offboarding, and recruiting coordination for the Procurement organization to facilitate seamless team transitions and integration.
Proactively identify, recommend, and implement process improvements and standard operating procedures to increase efficiency in calendar management, meeting effectiveness, procurement processes, and project tracking.
Independently assess and resolve complex or escalated situations, adapt quickly to shifting priorities, and consistently follow through to completion.
Leverage contemporary productivity tools and technologies to automate routine tasks, prepare accurate reports and data summaries, and enhance executive decision‑making.
Ad hoc assignments, events, projects as determined by corporate priorities

Benefits

Subject to the terms of their respective plans, employees and/or eligible dependents are 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.
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)).
This position is eligible to participate in the Company’s long-term incentive program.
Subject to the terms of their respective policies and date of hire, Employees are eligible for the following time off benefits:
Vacation –120 hours per calendar year
Sick time - 40 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
Condolence Leave – 30 days for an immediate family member: 5 days for an extended family member
Caregiver Leave – 10 days
Volunteer Leave – 4 days
Military Spouse Time-Off – 80 hours