Executive Administrative Assistant
Johnson & Johnson Innovative Medicine
Summary
The Executive Administrative Assistant, Trauma Marketing provides high-level administrative, coordination, and operational support to the Vice President of Marketing for the Trauma Business Unit 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 Vice President of Marketing, balancing operational excellence with sound judgment, discretion, and enterprise awareness.
Job description
Key Responsibilities
- Manage complex, high-stakes calendars across global time zones, balancing governance, leadership availability, and external visibility
- Proactively optimize calendars to protect focus time and align time investment with enterprise priorities
- Support preparation for internal meetings and customer-facing meetings including the Trauma Business Unit Leadership Team meeting, Marketing team meetings, culture/team building activities, customer visits, trade shows, sales meetings
- Schedule and arrange large and small meetings with internal, external and global partners
- Track and coordinate follow ups, actions and decisions to ensure accountability and momentum
- Prepare domestic and international travel, expense reports, presentations, memos and correspondence
- Lead the planning and coordinating preparation for team meetings, training and off-sites
- Appropriately and confidentially handle documentation in a timely manner
- Maintain current department-wide distribution lists for e-mail, etc.
- Provide support on contracts, purchase orders, and other administrative support
- Provide support for large departmental and group meetings, including logistical support (meeting room space, catering requirements, AV support, agenda support)
- Provide support for onboarding activities for new hires
- Act as department lead overseeing office activities to maintain audit compliance
- Partner with other Executive Assistants in the organization as needed
Qualifications
- A minimum of a high school diploma is required; a Bachelor's degree preferred
- A minimum of 6 years of executive-level administrative experience is required
- Demonstrated expertise in Microsoft Office programs (Word, Excel, PowerPoint, CoPilot, and Outlook) is required
- Experience working with systems such as HR systems (such as Workday), on-line travel systems and/or expense reporting system (such as Concur) is required
- Demonstrated proficiency with productivity tools and portal technologies (i.e. Teams, Zoom, SharePoint sites) is required
- Must be able to manage multiple priorities, maintain confidentiality, and operate with poise and professionalism in a complex, high-profile, and rapidly changing environment
- Must be able to work collaboratively as part of a team, possess exceptional communication skills (both written and verbal), operate with a high sense of urgency while maintaining a high degree of professionalism
- Ability to utilize excellent judgment and emotional intelligence and act as trusted advisor for leaders and all departmental team members is required
- Ability to multi-task, work with minimal supervision, and achieve results in a fast-paced environment is required
- Strong organizational skills and experience supporting and working in a matrix organization is preferred
Requirements
- A minimum of a high school diploma is required
- A minimum of 6 years of executive-level administrative experience is required
- Demonstrated expertise in Microsoft Office programs (Word, Excel, PowerPoint, CoPilot, and Outlook) is required
- Experience working with HR systems (such as Workday), on-line travel systems and/or expense reporting system (such as Concur) is required
- Demonstrated proficiency with productivity tools and portal technologies (i.e. Teams, Zoom, SharePoint sites) is required
- Must be able to manage multiple priorities, maintain confidentiality, and operate with poise and professionalism in a complex, high-profile, and rapidly changing environment
- Must be able to work collaboratively as part of a team, possess exceptional communication skills (both written and verbal)
- Ability to utilize excellent judgment and emotional intelligence and act as trusted advisor for leaders and all departmental team members is required
- Ability to multi-task, work with minimal supervision, and achieve results in a fast-paced environment is required
- Strong organizational skills and experience supporting and working in a matrix organization is preferred
- Bachelor's degree preferred
Benefits
- Overtime eligible
Company overview
Johnson & Johnson Innovative Medicine is the pharmaceutical division of Johnson & Johnson, leading the way in medical innovation with a relentless focus on bringing transformational treatments to patients worldwide. The company applies rigorous science and compassion to address the most complex diseases of our time, developing groundbreaking medicines across key therapeutic areas including oncology, immunology, neuroscience, and cardiopulmonary medicine. With deep expertise and global reach, Johnson & Johnson Innovative Medicine reimagines how devastating diseases are treated and cured, delivering hope and better care for millions of patients and their families. The organization pioneers the path from laboratory research to clinical application, championing patients every step of the way while maintaining an unwavering commitment to scientific excellence and patient-centered innovation.