Office Manager and Executive Assistant

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 Med Tech, 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.

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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.

Job Function:
Business Support
Job Sub Function:
Administration & Secretarial
Job Category:
Professional
All Job Posting Locations:
Pittsburgh, Pennsylvania, United States of America
Job Description:

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.

Join us in developing treatments, finding cures, and pioneering the path from lab to life while championing patients every step of the way.

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We are searching for the best talent for an Office Manager/Executive Assistant located onsite in Pittsburgh, PA.

Work Arrangement:
Onsite work requirement: 5 days a week, with flexibility to occasionally work from home, based upon in-office business needs.

Purpose:

The Office Manager / Executive Assistant provides comprehensive administrative support, oversees office operations, coordinates events and travel, and serves as the executive assistant to company leadership. This role interacts with a wide range of internal and external stakeholders and supports the Patient Service Center (PSC) senior leadership team. The position requires flexibility, strong organizational skills and the ability to manage multiple priorities in a dynamic environment.

Office Operations & Facilities:

• Serve as the onsite receptionist at the front desk, acting as primary point of contact for visitors and on-site needs.
• Oversee daily office operations, including greeting visitors, maintaining a clean and organized office environment, stocking office supplies and printers and tidying common areas.
• Perform light facility upkeep as needed (e.g. cleaning dishes, beverage equipment, or emptying garbage receptacles between janitorial visits).
• Coordinate space planning and manage the use of shared office resources.
• Facilitate maintenance and repairs of office equipment (not maintained by the technology department).
• Serve as primary building/facility contact for service providers, repairs, maintenance, and inspections, including occasional off-hours support.
• Maintain inventory of office supplies, pharmacy supplies, and refreshments, and process orders following procurement process to replenish as necessary.
• Ensure the building and facility permits remain current and that required annual inspections are completed.
• Manage the responsibilities of the office per regulations and company requirements, which may include OSHA, Environmental Health and Safety, and Employee Health and Wellness
• Manage the relationship with external vendors for building / facility needs.
• Communicate urgent and crisis communications to employees through an internal messaging system.

Meeting & Event Support:

• Plan and coordinate onsite & offsite meetings, conferences and special events.
• Arrange catering, refreshments, supplies, shipments and vendor support as needed.
• Prepare meeting spaces before events and provide after-event cleanup.
• Attend department meetings and accurately capture meeting minutes.
• Coordinate logistics and agendas for guest visits and town hall meetings.

Executive & Administrative Support:

• Provide high-level administrative support to executives, including calendar management, scheduling, expense reporting, and coordination of internal and external meetings.
• Track and follow up on action items, deadlines, and deliverables on behalf of executives.
• Maintain confidentiality and handle sensitive information with discretion.
• Coordinate travel arrangements for employees and guest visitors to the office, including flights, accommodations, and transportation.
• Support on-site travel needs for visiting executives ensuring smooth logistics and meeting readiness.
• Manage incoming & outgoing mail across multiple locations including maintaining and monitoring PO boxes for all locations.
• Accept deliveries, manage package handling and coordinate outgoing shipments.
• Provide backup support to other administrative staff as needed to ensure seamless executive operations.
• Research, maintain, and post financial purchase orders and contract requests through internal procurement and contracting system
• Other duties as assigned.

Required Qualifications:

• Onsite…