Sr. Administrative Assistant
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What you'll do
- Proactively manage the leader’s calendar, resolve scheduling conflicts, coordinate business itineraries, and ensure readiness and representation for key forums.
- Coordinate leadership and cross-site meetings, including agendas, pre-reads, invitations, room readiness, minutes, decisions, action tracking, and annual calendar activities.
- Maintain organizational charts, site maps, distribution lists, and other essential team resources.
- Support staff onboarding and offboarding, including candidate pre-screens, interviews, and a positive candidate experience.
- Plan visitor meetings, all-staff meetings, special events, space moves, supplies, and related workplace support.
- Partner with the leadership team on budget reviews, goal planning, future outlooks, talent management, compliance reviews, and other critical initiatives.
- Lead internal and external training and troubleshoot travel and expense-report issues.
- Interpret and communicate company policies, escalating deviations that require special attention, communication, or approval.
- Build strong relationships with Executive Assistants across the DPDS organization and management teams to enable efficient, engaged partnerships.
- Create efficient, user-friendly templates and digital workspaces for procedures, communications, reports, and collaboration using tools such as SharePoint and OneNote.
- Apply and test current office and mobile technologies to solve business problems, support a near-paperless environment, build team capability, and mentor others.
- Identify process-improvement and efficiency opportunities.
What they're looking for
- A high school diploma is required; an associate’s or bachelor’s degree in business, communications, or a scientific field is preferred.
- At least six years of business or administrative experience is required; experience in an applied science or medical environment is preferred.
- Strong proficiency with workplace technologies, including Microsoft Outlook, Excel (including PivotTables), PowerPoint, OneNote, Word, SharePoint, Zoom, and business applications for travel and service requests.
- Exceptional organization, prioritization, time management, and project management skills, with the ability to work across time zones and adapt to changing needs.
- Sound judgment, discretion, and maturity, with the ability to maintain confidentiality, assess complex situations, and resolve issues independently with minimal direction.
- Strong leadership, interpersonal, collaboration, analytical, communication, and problem-solving skills, including confidence when interacting with senior management.
- A resourceful, creative, flexible, and entrepreneurial approach that challenges the status quo, embraces change, and identifies better ways of working.
- A positive, can-do demeanor and commitment to Credo values.
- Ability to develop integrated, cross-functional approaches that help business and global leaders represent the organization effectively.
Nice to have
- Associate’s or bachelor’s degree in business, communications, or a scientific field
- Experience in an applied science or medical environment
Summarised by NextRaise from the employer’s description, which follows in full below.
Full description from employer
At Johnson & Johnson, we believe health is everything. Our strength in healthcare innovation empowers us to build a world where complex diseases are prevented, treated, and cured, where treatments are smarter and less invasive, and solutions are personal. Through our expertise in Innovative Medicine and MedTech, we are uniquely positioned to innovate across the full spectrum of healthcare solutions today to deliver the breakthroughs of tomorrow, and profoundly impact health for humanity. Learn more at jnj.com
As guided by Our Credo, Johnson & Johnson is responsible to our employees who work with us throughout the world. We provide an inclusive work environment where each person is considered as an individual. At Johnson & Johnson, we respect the diversity and dignity of our employees and recognize their merit.
Job Function:
Business SupportJob Sub Function:
Administration & SecretarialJob Category:
Business Enablement/SupportAll Job Posting Locations:
La Jolla, California, United States of AmericaJob Description:
We are searching for the best talent for a Sr. Administrative Assistant. This onsite role will be in La Jolla, CA. The candidate will be required to be in the office 5 days a week.
About Innovative Medicine
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 seeking an experienced, proactive Senior Administrative Assistant to provide high-level administrative and operational support. As a trusted partner, you will anticipate business needs, protect leadership capacity, and enable effective execution across a fast-paced global organization. This role requires exceptional judgment, discretion, organization, communication, and follow-through.
Key Responsibilities
Business Support (55%)
- Proactively manage the leader’s calendar, resolve scheduling conflicts, coordinate business itineraries, and ensure readiness and representation for key forums.
- Coordinate leadership and cross-site meetings, including agendas, pre-reads, invitations, room readiness, minutes, decisions, action tracking, and annual calendar activities.
- Maintain organizational charts, site maps, distribution lists, and other essential team resources.
- Support staff onboarding and offboarding, including candidate pre-screens, interviews, and a positive candidate experience.
- Plan visitor meetings, all-staff meetings, special events, space moves, supplies, and related workplace support.
- Partner with the leadership team on budget reviews, goal planning, future outlooks, talent management, compliance reviews, and other critical initiatives.
- Lead internal and external training and troubleshoot travel and expense-report issues.
- Interpret and communicate company policies, escalating deviations that require special attention, communication, or approval.
- Build strong relationships with Executive Assistants across the DPDS organization and management teams to enable efficient, engaged partnerships.
Future Business Environment Champion (20%)
- Create efficient, user-friendly templates and digital workspaces for procedures, communications, reports, and collaboration using tools such as SharePoint and OneNote.
- Apply and test current office and mobile technologies to solve business problems, support a near-paperless environment, build team capability, and mentor others.
- Identify process-improvement and efficiency opportunities.
- Maintain continuity of document repositories and compliance with retention and cleanup schedules.
Communication Support (20%)
- Coordinate global business meetings using modern communication and video technologies.
- Compose, edit, and format executive correspondence, memoranda, reports, and presentations on behalf of the VP.
- Build and maintain functional SharePoint sites.
Site Coordination (5%)
- Schedule, coordinate, and track site visits and site-led events, including town halls.
Qualifications
- A high school diploma is required; an associate’s or bachelor’s degree in business, communications, or a scientific field is preferred.
- At least six years of business or administrative experience is required; experience in an applied science or medical environment is preferred.
- Strong proficiency with workplace technologies, including Microsoft Outlook, Excel (including PivotTables), PowerPoint, OneNote, Word, SharePoint, Zoom, and business applications for travel and service requests.
- Exceptional organization, prioritization, time management, and project management skills, with the ability to work across time zones and adapt to changing needs.
- Sound judgment, discretion, and maturity, with the ability to maintain confidentiality, assess complex situations, and resolve issues independently with minimal direction.
- Strong leadership, interpersonal, collaboration, analytical, communication, and problem-solving skills, including confidence when interacting with senior management.
- A resourceful, creative, flexible, and entrepreneurial approach that challenges the status quo, embraces change, and identifies better ways of working.
- A positive, can-do demeanor and commitment to Credo values.
- Ability to develop integrated, cross-functional approaches that help business and global leaders represent the organization effectively.
This job posting is anticipated to close on 9/23/2026.
This position is overtime eligible.
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, please contact us via https://www.jnj.com/contact-us/careers or contact AskGS to be directed to your accommodation resource.
#LI-Onsite
Required Skills:
Preferred Skills:
Accountability, Administrative Support, Business Writing, Communication, Customer Centricity, Data Capturing, Diary Management, Document Management, Event Management, Microsoft Office, Office Administration, Organizational Knowledge, Organizing, Presentation Development, Process Oriented, Professional Ethics, Travel Planning, Typing
The anticipated base pay range for this position is :
$55,000.00 - $88,550.00Additional Description for Pay Transparency:
Subject to the terms of their respective plans, employees are eligible to participate in the Company’s consolidated retirement plan (pension) and savings plan (401(k)).This position is eligible to participate in the Company’s long-term incentive program.
Subject to the terms of their respective policies and date of hire, employees are eligible for the following time off benefits:
Vacation –120 hours per calendar year
Sick time - 40 hours per calendar year; for employees who reside in the State of Colorado –48 hours per calendar year; for employees who reside in the State of Washington –56 hours per calendar year
Holiday pay, including Floating Holidays –13 days per calendar year
Work, Personal and Family Time - up to 40 hours per calendar year
Parental Leave – 480 hours within one year of the birth/adoption/foster care of a child
Bereavement Leave – 240 hours for an immediate family member: 40 hours for an extended family member per calendar year
Caregiver Leave – 80 hours in a 52-week rolling period10 days
Volunteer Leave – 32 hours per calendar year
Military Spouse Time-Off – 80 hours per calendar year
Company
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