Executive Assistant, VP, MedTech Communications & Public Affairs

Johnson & Johnson•Santa Clara, CA

1d•Onsite

About The Position

Johnson & Johnson is seeking an Executive Assistant to provide high-level executive, administrative, and operational support to the VP, MedTech Communications & Public Affairs. The role helps enable the effective operation of a global function supporting Johnson & Johnson MedTech and serves as a trusted partner to the VP and a connective point across the leadership team and broader organization. The preferred location is Santa Clara, California; Irvine, California will also be considered. The Executive Assistant manages a complex global calendar, coordinates global meetings and travel, supports leadership-team operating rhythms, tracks priorities and commitments, and ensures effective preparation and follow-through. The role calls for an exceptionally organized, proactive, resourceful professional with sound judgment, discretion, and the ability to anticipate needs and adapt to changing priorities in a fast-paced global environment. The position involves frequent coordination with senior executives, executive assistants, global colleagues, external stakeholders, and agency partners. The position supports leadership and business forums, operational and budget processes, executive materials, and activities that foster team culture and employee experience. It also identifies opportunities to simplify processes and improve the effectiveness of the VP's office and leadership team. The role may occasionally require flexibility outside normal business hours to support global teams and activities.

Requirements

Bachelor's degree preferred, or an equivalent combination of education and relevant professional experience.
At least 5 years of experience providing executive administrative support, executive coordination, or comparable operational support.
Strong experience managing complex executive calendars, global travel, shifting priorities, and competing requests.
Excellent judgment in managing an executive's time and priorities, including knowing when to act independently, seek input, or escalate.
Exceptional discretion and professionalism when handling confidential information, organizational matters, executive materials, and sensitive business topics.
Excellent interpersonal skills and confidence working with senior executives, executive assistants, global colleagues, agencies, and external stakeholders.
Strong written and verbal communication skills, attention to detail, and ability to proofread, format, and refine materials accurately.
Strong follow-through and ability to manage multiple priorities and deadlines while maintaining attention to detail.
Resourceful, solutions-oriented approach and ability to navigate complexity, resolve issues, and keep work moving.
Strong proficiency in Microsoft 365 and relevant enterprise systems and collaboration tools, including Outlook, Teams, PowerPoint, Word, SharePoint, Concur, and Ariba/eMarketplace.
Collaborative, positive, can-do approach, with demonstrated alignment to Johnson & Johnson Credo values and leadership behaviors.
Comfort supporting global teams and activities that may occasionally require flexibility outside normal business hours.

Nice To Haves

Experience supporting a senior executive and managing a complex, high-volume calendar.
Experience working within a global, matrixed, highly regulated, or similarly complex organization.
Experience supporting senior leaders in Communications, Public Affairs, Corporate Affairs, Government Affairs, Marketing, Human Resources, Legal, or another enterprise function.

Responsibilities

Provide executive support to the VP, including calendar management, meeting coordination, travel planning, expense reporting, and day-to-day priority management.
Anticipate the VP's needs, help prioritize competing demands, and support preparation and follow-through for meetings, commitments, and business priorities.
Manage a complex global calendar, balancing leadership priorities, business needs, travel, internal and external engagements, and time-sensitive requests.
Coordinate leadership-team and organizational operating rhythms, including agendas, pre-reads, meeting materials, logistics, action items, and follow-ups for leadership meetings, global team meetings, town halls, off-sites, and other forums.
Track the VP's priorities and commitments, including milestones, decisions, actions, and dependencies, and support timely follow-through.
Coordinate with the MedTech Communications & Public Affairs leadership team, their assistants, and colleagues across MedTech and Johnson & Johnson to support information flow and execution.
Build working relationships with executive assistants supporting senior Johnson & Johnson leaders and coordinate complex executive schedules and priorities.
Coordinate domestic and international travel, including itineraries, logistics, meeting arrangements, and changes during travel.
Support planning and coordination for leadership meetings, employee forums, external engagements, business reviews, global meetings, and executive events.
Support budget and operational processes with finance and operations teams, including travel and expense matters, purchase orders, invoices, vendor coordination, and related administrative requirements.
Provide reports and tracking related to expenses, purchase orders, vendors, and other operational needs.
Handle confidential information, organizational matters, sensitive business topics, and time-critical communications with professionalism and discretion.
Format and proofread presentations, leadership materials, meeting documents, and communications, and provide related coordination support.
Support team meetings, recognition, onboarding, off-sites, and other activities that foster team culture and employee experience.
Identify opportunities to simplify processes, improve ways of working, and strengthen the effectiveness of the VP's office and leadership team.

Benefits

Company consolidated retirement plan (pension) and savings plan (401(k)), subject to plan terms.
Vacation: 120 hours per calendar year.
Sick time: 40 hours per calendar year, with different amounts for certain state residents.
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, or foster care of a child.
Bereavement Leave: 240 hours for an immediate family member and 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.