Executive Assistant Full Time

The Executive Assistant will provide high-level administrative support to the Managing Director (MD) of Johnson & Johnson Innovative Medicine Emerging Markets. This role encompasses a variety of strategically oriented administrative duties aimed at ensuring the efficient operation of the MD’s office. This includes managing a complex and dynamic calendar, scheduling meetings and events, preparing business reports, contributing to project management, and overseeing travel and expense management. The ideal candidate will have the ability to collaborate effectively with stakeholders across a diverse and fast-paced organization, ensuring smooth operations and organizational efficiency. Candidates should demonstrate proactive initiative and follow through on day-to-day activities, maintain a fluid calendar, and rigorously follow up to resolve issues and complete projects.

Key Responsibilities

• Process all communications, including phone calls, emails, correspondence, meeting minutes, and follow up on actions agreed upon in meetings.
• Prepare agendas and materials for executive meetings.
• Establish and maintain systems to prioritize tasks necessary for the MD’s responsibilities.
• Manage the MD’s schedule including scheduling meetings and appointments.
• Admin support for some EM team members.
• Coordinate and assist in the development of business reports and presentations.
• Organize files, perform data entry, analyze data, and maintain accurate records.
• Handle confidential matters requiring discretion and sound judgment.
• Act as liaison with other departments and external agencies, including senior management.
• Provide administrative and project-based support as needed.
• Proactively manage calendars, travel logistics, and email correspondence.
• Undertake administrative duties such as arranging travel, preparing and coordinating meetings, and managing documents.
• Update contact and stakeholder databases.
• Respond to inquiries from both external and internal sources.
• Coordinate team projects as required.
• Manage expense reporting and budgeting activities.

Qualifications

• Minimum of an Administrative Diploma or equivalent is required.
• A minimum of 6 years of professional, relevant work experience is required.
• Experience in an administrative role at the executive level is essential.
• Excellent working knowledge of MS Office (Outlook, Word, Excel, PowerPoint) and familiarity with other relevant applications (e.g., Canva).
• Fluency in English is mandatory.
• Prior experience with budget and travel processing platforms (e.g., Concur, CTO) is advantageous.
• Project management experience is a plus (FPX qualification is an added advantage).
• This role may require up to 10% travel.