Office Manager and Executive Assistant

Johnson & Johnson•Pittsburgh, PA

6d•Onsite

About The Position

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. Join us in developing treatments, finding cures, and pioneering the path from lab to life while championing patients every step of the way. Learn more at https://www.jnj.com/innovative-medicine We are searching for the best talent for an Office Manager/Executive Assistant located onsite in Pittsburgh, PA. Work Arrangement: Onsite work requirement: 5 days a week, with flexibility to occasionally work from home, based upon in-office business needs. Purpose: The Office Manager / Executive Assistant provides comprehensive administrative support, oversees office operations, coordinates events and travel, and serves as the executive assistant to company leadership. This role interacts with a wide range of internal and external stakeholders and supports the Patient Service Center (PSC) senior leadership team. The position requires flexibility, strong organizational skills and the ability to manage multiple priorities in a dynamic environment.

Requirements

Onsite work requirement: 5 days a week, with flexibility to occasionally work from home, based upon in-office business needs.
Bachelor's degree is required.
Minimum of 3 years' experience in office management, administrative, or executive assistant role.
Strong communication, interpersonal, and customer service skills.
Excellent organizational skills, attention to detail, and ability to manage multiple priorities in a fast-paced environment.
Demonstrated experience coordinating travel, meetings and events.
Ability to maintain confidentiality and exercise sound judgment.
Proficiency with Microsoft Office Suite, email, calendar management and general office technology.
Valid driver’s license and reliable transportation for errands, mail handling or off-site tasks.
Ability to perform light physical tasks including lifting and moving supplies, event materials or office items (up to approximately 25 lbs).

Nice To Haves

Related certification (i.e. Professional Administrative Certificate of Excellence, Certified Administrative Professional, Certified Executive Assistant)
Proven ability to anticipate needs, solve problems proactively and take initiative with minimal direction.
Strong project coordination or project management skills.
Ability to maintain composure and professionalism when managing competing priorities or urgent requests.
Familiarity with facilities coordination, vendor management, or basic office space planning.
Experience organizing corporate events, leadership meetings, or multi‑department activities.

Responsibilities

Serve as the onsite receptionist at the front desk, acting as primary point of contact for visitors and on-site needs.
Oversee daily office operations, including greeting visitors, maintaining a clean and organized office environment, stocking office supplies and printers and tidying common areas.
Perform light facility upkeep as needed (e.g. cleaning dishes, beverage equipment, or emptying garbage receptacles between janitorial visits).
Coordinate space planning and manage the use of shared office resources.
Facilitate maintenance and repairs of office equipment (not maintained by the technology department).
Serve as primary building/facility contact for service providers, repairs, maintenance, and inspections, including occasional off-hours support.
Maintain inventory of office supplies, pharmacy supplies, and refreshments, and process orders following procurement process to replenish as necessary.
Ensure the building and facility permits remain current and that required annual inspections are completed.
Manage the responsibilities of the office per regulations and company requirements, which may include OSHA, Environmental Health and Safety, and Employee Health and Wellness
Manage the relationship with external vendors for building / facility needs.
Communicate urgent and crisis communications to employees through an internal messaging system.
Plan and coordinate onsite & offsite meetings, conferences and special events.
Arrange catering, refreshments, supplies, shipments and vendor support as needed.
Prepare meeting spaces before events and provide after-event cleanup.
Attend department meetings and accurately capture meeting minutes.
Coordinate logistics and agendas for guest visits and town hall meetings.
Provide high‑level administrative support to executives, including calendar management, scheduling, expense reporting, and coordination of internal and external meetings.
Track and follow up on action items, deadlines, and deliverables on behalf of executives.
Maintain confidentiality and handle sensitive information with discretion.
Coordinate travel arrangements for employees and guest visitors to the office, including flights, accommodations, and transportation.
Support on-site travel needs for visiting executives ensuring smooth logistics and meeting readiness.
Manage incoming & outgoing mail across multiple locations including maintaining and monitoring PO boxes for all locations.
Accept deliveries, manage package handling and coordinate outgoing shipments.
Provide backup support to other administrative staff as needed to ensure seamless executive operations.
Research, maintain, and post financial purchase orders and contract requests through internal procurement and contracting system
Other duties as assigned.