Administrative Assistant

Job Function:
Business Support  Job Sub Function:
Administration & Secretarial  Job Category:
Professional  All Job Posting Locations:
Toronto, Ontario, Canada

Job Description:

We are searching for the best talent for an Administrative Assistant. This hybrid position is in Toronto, Canada.
About Innovative Medicine  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. Learn more at
This Administrative Assistant role provides administrative and business support to the Market Access and Regulatory functions within J&J Innovative Medicine Canada. This role helps enable efficient, high-quality execution in a regulated healthcare environment by supporting coordination, planning, information flow, and compliance-related activities across both functions. This role serves as an operational coordination partner and key point of contact, helping teams work effectively, stay connected, and deliver priorities in line with J&J policies, company standards, and Our Credo.

The role requires attention to detail, discretion, sound judgment, and the ability to use approved digital and AI-enabled tools responsibly to simplify ways of working.
Main Duties   Manage calendars, meetings, and logistics for the Market Access and Regulatory functions, including coordination with cross-functional partners, external stakeholders, and senior leaders.
Support integrated planning across the two functions by maintaining awareness of key business rhythms, planning cycles, submission timelines, governance meetings, and compliance-related milestones.
Organize and support team, functional, corporate, customer-facing, and company-wide events as needed, including agendas, pre-reads, logistics, vendors, budgets, action tracking, and follow-up.
Coordinate compliance-related activities with accuracy and follow-through, including tracking required actions, supporting documentation readiness, coordinating approvals where needed, and helping team members follow applicable policies, regulatory requirements, business standards, and confidentiality expectations.
Maintain organized digital records, trackers, team files, and documentation with appropriate access controls, version management, and retention practices.
Prepare, edit, and distribute internal communications, meeting materials, presentations, and follow-up notes to support clear and timely information flow across Market Access, Regulatory, and partner teams.
Support core administrative processes using relevant J&J systems and tools, including onboarding, training coordination, budget tracking, purchase order processing, invoice management, expense monitoring, and maintaining organization charts.
Assist with project and initiative coordination by managing timelines, trackers, meeting schedules, resources, and follow-ups to help work progress against milestones and business objectives.
Use approved J&J digital, collaboration, and AI-enabled tools responsibly and in line with company guidance, confidentiality requirements, and applicable policies to improve workflows, reduce manual effort, and support quality execution.
Contribute to the administrative community by sharing best practices, coordinating priorities, supporting coverage, helping balance fluctuating workloads, and strengthening consistent ways of working across teams.
Help build an inclusive and collaborative team environment by supporting engagement activities, recognition moments, and connection-building opportunities aligned with J&J’s culture and Our Credo.
Qualifications   Minimum bachelor’s degree required; degree in business administration, office administration, or a related field is preferred.
Minimum of 4 years of administrative, business support, or coordination experience in a corporate environment is required; experience in healthcare, pharmaceuticals, a regulated industry, or a compliance-focused environment is…