Executive Assistant, VP, MedTech Communications & Public Affairs

Johnson & Johnson Innovative Medicine•Santa Clara, CA

2d•$81,650 - $130,928

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 wider organization. The preferred location is Santa Clara, California, with consideration also given to Irvine, California. The Executive Assistant manages the VP’s complex global calendar, coordinates meetings and domestic and international travel, supports leadership-team operating rhythms, and tracks follow-through on priorities and commitments. The role works closely with senior leaders, their assistants, global colleagues, external stakeholders, and agency partners. It also supports operational and budget processes, leadership materials and communications, and team culture and employee-experience activities. The successful candidate is organized, proactive, resourceful, discreet, and comfortable supporting a fast-paced global team, including occasional flexibility outside normal business hours.

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; experience in a complex global organization is preferred.
Excellent organization, proactivity, resourcefulness, and ability to anticipate needs in a fast-moving environment.
Judgment in managing executive time and priorities, including knowing when to act independently, seek input, or escalate.
Experience managing complex executive calendars, global travel, shifting priorities, and competing requests.
Exceptional discretion and professionalism when handling confidential information, organizational matters, executive materials, and sensitive business topics.
Strong 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 to navigating complexity, resolving issues, and keeping work moving.
Proficiency with 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 demonstration of 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

Demonstrated experience supporting a senior executive and managing a complex, high-volume calendar.
Experience in 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 management of day-to-day priorities.
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, materials, logistics, action items, and follow-ups for leadership and global team meetings, town halls, off-sites, and other forums.
Track the VP’s priorities and commitments, including milestones, decisions, actions, and dependencies, and help ensure timely follow-through.
Coordinate with the MedTech Communications & Public Affairs leadership team, their assistants, and colleagues across MedTech and Johnson & Johnson to facilitate information flow and execution.
Build working relationships with executive assistants supporting senior Johnson & Johnson leaders and coordinate across complex 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 processes, purchase orders, invoices, vendors, 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 professionally and discreetly.
Format, proofread, and coordinate presentations, leadership materials, meeting documents, and communications.
Support team meetings, recognition, onboarding, off-sites, and other activities that foster team culture and connect the global organization.
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, subject to policy and date of hire.
Sick time: 40 hours per calendar year, with different amounts specified for Colorado and Washington residents, subject to policy and date of hire.
Holiday pay, including floating holidays: 13 days per calendar year, subject to policy and date of hire.
Work, Personal and Family Time: up to 40 hours per calendar year, subject to policy and date of hire.
Parental Leave: 480 hours within one year of the birth, adoption, or foster care of a child, subject to policy and date of hire.
Bereavement Leave: up to 240 hours for an immediate family member and 40 hours for an extended family member per calendar year, subject to policy and date of hire.
Caregiver Leave: 80 hours in a 52-week rolling period, subject to policy and date of hire.
Volunteer Leave: 32 hours per calendar year, subject to policy and date of hire.
Military Spouse Time-Off: 80 hours per calendar year, subject to policy and date of hire.