Lead Administrative Assistant

Johnson & Johnson Innovative Medicine•Spring House, PA

About The Position

About Immunology 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. Our Immunology team leads in the development of transformational medicines for immunological disorders and illnesses. You can influence where medicine is going by restoring health to millions of people living with immune diseases. 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 a Lead Administrative Assistant to be in Spring House, PA. 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.

Requirements

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.

Nice To Haves

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.

Responsibilities

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.