Executive Assistant, Medical Affairs

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.

About the Role

We are searching for an Executive Administrative Assistant to support J&J MedTech Electrophysiology in Irvine, CA. This fully onsite role will provide senior-level executive administrative and operational support to the Senior Directors of Global Medical Affairs and Preclinical Research, and the Chief Medical Officer for the Americas within Scientific Affairs. The role serves as a trusted business partner who anticipates needs, manages priorities, and enables seamless execution of Medical Affairs, Preclinical Research, and related activities.

Cardiovascular at Johnson & Johnson develops leading solutions for heart recovery, electrophysiology, and stroke, continually elevating standards of care for stroke, heart failure, and atrial fibrillation (AFib) patients.

Responsibilities

• Provide senior-level executive administrative support, including complex calendar management, meeting coordination, request prioritization, agenda and material preparation, and follow-up on delegated actions.
• Manage administrative systems supporting department operations, such as document organization, communication flow, meeting cadence, pre-read distribution, records management, and routine business processes.
• Collaborate with Medical Affairs, Preclinical Research, Marketing, Clinical Affairs, Regulatory, R&D, Professional Education, Finance, and other internal partners on professional partnership activities and cross-functional initiatives.
• Support operational planning and execution of events advancing product development, evidence generation, voice-of-customer insights, advisory activities, and professional relations objectives.
• Support professional relationships with electrophysiology physicians, medical associations, and external stakeholders through timely communication, logistics, contracting coordination, and meeting preparation.
• Maintain an annual event planner and standardized execution checklist for virtual and in-person voice-of-customer meetings, advisory boards, and other Medical Affairs engagements.
• Coordinate physician participation, field-team communications, contracting support, time records, payment processing, purchase orders, invoicing, and other requirements related to external engagements.
• Develop and maintain customer-facing events in event management systems (e.g., Cvent), track registration, monitor status, generate reports, and provide updates to stakeholders.
• Coordinate virtual meeting logistics and technical support, including Zoom or Teams setup, polling, attendance tracking, post-event reporting, and meeting documentation.
• Source venues and manage event logistics, including venue contracting, meals, transportation, hotel arrangements, domestic travel, and coordination with travel partners (e.g., Concur, AMEX Corporate Business Travel).
• Provide travel and expense support for Scientific Affairs leaders, including itinerary coordination, expense report preparation, reimbursement tracking, and adherence to company policies.
• Prepare, edit, and manage confidential and sensitive documents, correspondence, meeting materials, presentations, communications, reports, and business updates with accuracy and discretion.
• Support internal department meetings and company events, including planning, onsite support, notetaking, action-item tracking, and cross-functional coordination.
• Manage stakeholder utilization reporting and prepare quarterly Professional Education/Professional Engagement reporting for review with Medical Affairs and business leaders.
• Use Microsoft Outlook, Word, Excel, PowerPoint, Teams, Zoom, SharePoint, Cvent, Concur, Workday, eMarketplace, and other internal systems to support executive administration and business operations.
• Ensure compliance with all applicable federal, state, local, and company regulations, policies, procedures, healthcare compliance requirements, and standards governing interactions with healthcare professionals.
• Perform other duties as assigned to support the Senior Director, Global Medical Affairs, and broader Medical Affairs priorities.

Requirements

• Bachelor’s degree is required.
• Minimum of 8 years of experience in executive administration, senior-level administrative support, event management, business operations, or a related role.
• Prior experience supporting Medical Affairs, R&D, Clinical Affairs, Professional Education, Commercial Strategy, or other healthcare professional engagement functions.
• Experience with professional healthcare contracting, advisory boards, voice-of-customer meetings, professional relations programs, and evidence-generation support activities.
• Experience working in a global, matrixed organization with senior leaders and cross-functional stakeholders.
• Experience supporting senior leaders through complex calendar management, meeting coordination, materials preparation, travel arrangements, and expense reporting.
• Experience planning and executing in-person, virtual, and hybrid events, including customer-facing or healthcare professional engagements.
• Experience coordinating with external physicians, healthcare professionals, medical associations, internal department leads, and cross-functional stakeholders.
• Demonstrated knowledge of contracting, purchase orders, invoicing, physician payments, billing, time records, and expense processes.
• Strong proficiency with Microsoft Office applications and collaboration, event, and business platforms (e.g., Outlook, Word, Excel, PowerPoint, Teams, Zoom, SharePoint, Cvent, Concur, Workday).

Schedule

This is a fully onsite position in Irvine, CA. The role may require up to 10–15% domestic travel to support meetings, internal engagements, professional relations activities, and external events, including weekends.

Pay

The anticipated base pay range for this position is $78,100.00 - $125,235.00.

Benefits

Subject to the terms of their respective plans, employees are eligible for the following benefits:

• Retirement & Savings: Participation in the Company’s consolidated retirement plan (pension) and savings plan (401(k)).
• Time Off:
  • Vacation – 120 hours per calendar year
  • Sick time – 40 hours per calendar year (48 hours for Colorado residents; 56 hours for Washington residents)
  • 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 period
  • Volunteer Leave – 32 hours per calendar year
  • Military Spouse Time-Off – 80 hours per calendar year