Sr Administrative Assistant

Key Responsibilities

• Provide administrative support to Neuroscience Medical Affairs leadership, including complex calendar management, meeting coordination, travel arrangements, and expense processing.
• Coordinate leadership-team meetings, department meetings, town halls, planning sessions, team events, and onsite or offsite activities.
• Prepare agendas, pre-read materials, presentations, meeting documents, and follow-up communications; maintain action-item tracking when requested.
• Coordinate internal and external interview logistics, including scheduling, candidate communications, and virtual or in-person meeting arrangements.
• Support onboarding and offboarding for employees and contractors in collaboration with appropriate partners.
• Maintain organization charts, distribution lists, shared calendars, departmental files, conference-room information, and SharePoint repositories.
• Support purchase orders, invoices, contracts, vendor coordination, and other administrative processes in accordance with applicable procedures.
• Collaborate with administrative colleagues and cross-functional partners across Medical Affairs and Neuroscience; provide backup coverage when needed.
• Handle confidential and sensitive information with discretion and sound judgment.
• Anticipate scheduling conflicts, administrative risks, and operational needs, and recommend practical solutions.
• Perform additional administrative and project-coordination responsibilities as assigned.

Required Qualifications

• High school diploma or equivalent.
• At least four years of administrative, executive-support, office-management, or comparable experience.
• Advanced proficiency in Microsoft Outlook, PowerPoint, Excel, Word, Teams, OneNote, and SharePoint.
• Excellent written, verbal, organizational, and interpersonal communication skills.
• Demonstrated ability to manage multiple priorities, meet deadlines, adapt to changing schedules and business needs, and work independently with limited supervision.
• Strong attention to detail, record accuracy, follow-through, professionalism, discretion, urgency, ownership, and reliability.
• Ability to build effective working relationships with senior leaders, employees, contractors, vendors, and cross-functional partners and serve as a dependable coordination point for the organization.
• Ability to learn and use company systems supporting travel, expenses, procurement, human resources, document management, and collaboration.
• Anticipate leadership and team needs across Neuroscience Medical Affairs.
• Experience in Calendar and travel management and Meeting and event coordination.

Preferred Qualifications

• Associate or bachelor's degree.
• Experience supporting Medical Affairs, the pharmaceutical industry, healthcare, or another highly regulated environment.
• Experience coordinating large meetings, leadership activities, organizational communications, and cross-functional projects.
• Familiarity with J&J systems and processes, including Workday, GlobalView, IRIS, AskGS, and eMarketplace.