Analyst Admin Sec

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.

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Job Description:

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 https://www.jnj.com/

Executive Assistant

Location: Sao Paulo, Brazil (Hybrid)

Full time job

Purpose of the Role

The Executive Assistant provides high‑level administrative, coordination, and operational support to Leaders and their leadership ecosystem, enabling organizational efficiency and leadership effectiveness. Operating with a strategic executive partnership mindset, the role ensures smooth information flow, disciplined execution, and operational reliability—allowing leaders to focus on enterprise priorities, external engagement, and strategic decision‑making.

Key Responsibilities

Strategic Executive Partnership

• Act as a trusted thought partner to the leaders, proactively managing administrative and operational demands to support enterprise strategy and leadership priorities.
• Exercise independent judgment in managing time, access, and information flow, escalating only when value‑adding or risk‑mitigating.
• Provide stability, clarity, and momentum in complex, fast‑moving environments.

Executive Time, Calendar & Cadence

• Manage complex, high‑stakes calendars across global time zones, balancing governance, leadership availability, and external visibility.
• Serve as an effective gatekeeper for scheduling and access.
• Proactively optimize calendars to protect focus time and align time investment with enterprise priorities.

Senior‑Level Meetings & Coordination

• Coordinate internal and external meetings with a “no surprises” standard, ensuring executives are fully prepared with the right materials, context, and stakeholders.
• Manage end‑to‑end meeting logistics, including agendas, pre‑reads, and executive‑ready presentation materials.
• Partner with leaders and other EAs / Coordinators to align agendas and sequencing.
• Track and coordinate follow‑ups, actions, and decisions to ensure accountability and momentum.

Administrative, Office & Operational Support

• Coordinate internal and external communications and initiatives on behalf of the leadership.
• Oversee office operations, including supplies, services, purchasing, and vendor coordination.
• Maintain efficient administrative processes and provide backup support across the administrative team as needed.

Project, Program & Enterprise Support

• Support leadership initiatives and special projects based on priorities and capacity.
• Assist with offsites, visitor management, compliance tracking, committee coordination, and contract or payment processes.
• Independently manage or contribute to operational projects tied to leadership effectiveness or transformation.

Information, Travel & Event Management

• Maintain organized electronic and physical filing systems; record and distribute meeting minutes.
• Support onboarding through coordination of materials, access, and logistics.
• Coordinate travel, lodging, and transportation for Senior Executives.
• Process and reconcile expenses in compliance with policy.
• Plan and execute meetings and events, including logistics, A/V, space setup, and catering.
• Support logistics and run virtual meeting such as town hall, leaders meeting as required (Teams, Zoom)

Operational Excellence & Confidentiality

• Assist with budget tracking as required.
• Continuously improve administrative and departmental workflows.
• Handle sensitive and business‑critical information with absolute discretion and professionalism.
• Ensure operational reliability so leaders can operate at full effectiveness without administrative distraction.

Cross‑Functional Coordination

• Liaise with internal teams, external partners, and vendors to ensure smooth operations.
• Enable strong cross‑functional collaboration through clear communication and follow‑through.

Qualifications:

Required

• A bachelor’s degree
• A minimum of 5 years of experience in executive coordination or senior administrative support within complex, matrixed organizations

For more than 130 years, diversity, equity & inclusion (DEI) has been a part of our cultural fabric at Johnson & Johnson and woven into how we do business every day. Rooted in Our Credo, the values of DEI fuel our pursuit to create a healthier, more equitable world. Our diverse workforce and culture of belonging accelerate innovation to solve the world’s most pressing healthcare challenges.

We know that the success of our business – and our ability to deliver meaningful solutions – depends on how well we understand and meet the diverse needs of the communities we serve. Which is why we foster a culture of inclusion and belonging where all perspectives, abilities and experiences are valued, and our people can reach their potential.

At Johnson & Johnson, we all belong.

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Global healthcare company spanning pharmaceuticals, medtech, and consumer health products. Headquartered in New Brunswick, NJ.

jnj.com