Lead Administrative Assistant

Purpose: The Lead Administrative Assistant provides high‑level administrative, operational, and organizational support to the Vice President of the Immunology Delivery Unit and broader team. This role manages complex scheduling, travel coordination, confidential communications, meeting execution, and departmental operations. The position requires exceptional judgment, professionalism, proactive problem‑solving, and the ability to work effectively with leaders and partners at all levels. 

The ideal candidate thrives in a dynamic environment, demonstrates strong ownership, handles sensitive information with discretion, and contributes to a positive, inclusive team culture. 

What you will be responsible for: 

Executive & Departmental Support 

• Provide heavy calendar management, including scheduling virtual and in‑person meetings, securing rooms, arranging A/V, coordinating catering, and resolving conflicts independently. 

• Manage complex calendars for senior leadership committees (e.g., Immunology Operations Committee), requiring responsiveness, flexibility, and coordination with senior executives. 

• Prepare agendas, presentations, documentation, and correspondence, including highly confidential materials. 

• Support VP and team with general administrative needs and project‑related tasks. 

Travel & Expense Management 

• Arrange domestic and international travel, prepare detailed itineraries. 

• Process and track expense reports in compliance with policy. 

Meeting & Event Coordination 

• Independently organize large departmental meetings, cross‑functional offsites, and onsite events, ensuring all logistics, materials, and communications are executed flawlessly. 

Communication & Partner Engagement 

• Serve as a primary point of contact for internal and external stakeholders. 

• Maintain a professional, approachable, and service‑oriented presence on behalf of the VP and department. 

Operational & Administrative Management 

• Maintain and update department SharePoint sites, OneDrive structures, and file systems. 

• Manage professional distribution lists, org charts, and contact databases. 

• Keep the team informed of relevant company policies, procedures, deadlines, and operational requirements. 

Onboarding & Offboarding 

• Lead administrative onboarding for new hires: Workday steps, WWID creation, IT equipment, email setup, office requests, and more. 

• Manage offboarding tasks including equipment retrieval and exit checklist coordination. 

Qualifications / Requirements: 

Required: 

• High school diploma required primary degree preferred 

• Minimum 6 years of administrative experience supporting senior leaders or complex teams. 

• Strong verbal and written communication skills, with the ability to prioritize and manage multiple tasks simultaneously. 

• Demonstrated ability to work independently and use sound judgment when handling sensitive matters. 

• Commitment to maintaining confidentiality of highly sensitive information. 

• Proficiency in Microsoft Outlook and Word. 

Preferred: 

• Experience with Ariba, eMarketplace, Aravo, Concur, OurSource, Zoom, Microsoft Teams, Workday, and SharePoint (highly preferred). 

• Proficiency in Excel and PowerPoint preferred. 

• Strong analytical skills are a plus. 

Additional Information 

• May require up to 10% travel. 

• Role demands initiative, professionalism, discretion and the ability to thrive in a fast‑paced, evolving environment. 

Johnson & Johnson is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability, protected veteran status or other characteristics protected by federal, state or local law. We actively seek qualified candidates who are protected veterans and individuals with disabilities as defined under VEVRAA and Section 503 of the Rehabilitation Act. 

Johnson & Johnson is committed to providing an interview process that is inclusive of our applicants’ needs. If you are an individual with a disability and would like to request an accommodation,  external applicants please contact us via https://www.jnj.com/contact-us/careers.  Internal employees contact AskGS to be directed to your accommodation resource.

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