Sr. Administrative Assistant at Johnson & Johnson in La Jolla, California, United States of America

Job 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.
• 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.

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.

Requirements

• 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.
• 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

Skills

Required

• Sound judgment, discretion, and maturity
• Microsoft Outlook
• Excel (including PivotTables)
• PowerPoint
• OneNote
• Word
• SharePoint
• Zoom

Benefits

• 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
• $55,000.00 - $88,550.00
• Additional Description for Pay Transparency: