Administrative Assistant

About Johnson & Johnson Innovative Medicine

Johnson & Johnson is committed to improving health globally through innovation in healthcare. Their focus on Innovative Medicine and MedTech enables the development of treatments that prevent, treat, and cure complex diseases with smarter, less invasive solutions tailored to individual patients.

Role Overview

We are seeking a highly organized Administrative Assistant based in Toronto, Canada, to support the Market Access and Regulatory teams within J&J Innovative Medicine. This hybrid role involves facilitating smooth and efficient operations in a regulated healthcare environment by managing coordination, planning, communications, and compliance activities.

Key Responsibilities

• Oversee and schedule calendars, coordinate meetings and logistical arrangements for Market Access and Regulatory teams, involving internal and external stakeholders including senior leadership.
• Maintain an understanding of business cycles, submission deadlines, governance milestones, and compliance schedules to assist with integrated planning and execution.
• Arrange and support a variety of events including internal team meetings, corporate functions, and external customer engagements, managing all aspects from planning to follow-up.
• Ensure compliance activities are accurately tracked and supported with proper documentation, approvals and adherence to relevant policies and regulations.
• Organize and maintain digital records, databases, trackers and files with appropriate access controls and version management.
• Prepare and disseminate communications, meeting materials, presentations, and summaries to promote clear and timely information sharing among teams and partners.
• Assist with administrative processes related to onboarding, training coordination, budget monitoring, purchase orders, invoices, and expense management.
• Support project coordination tasks by managing timelines, scheduling meetings, tracking progress, and facilitating resource allocation.
• Apply approved digital, collaboration, and AI-enabled technologies responsibly to optimize workflows and improve operational quality while maintaining confidentiality.
• Contribute to administrative best practice sharing, coordination of workloads, and fostering consistent, collaborative work cultures.
• Promote an inclusive and supportive work environment by organizing engagement activities, recognition initiatives, and team-building efforts in alignment with company values.

Candidate Profile

• Bachelor’s degree required, preferably in business administration, office administration or related fields.
• At least four years of experience providing administrative or business coordination support, ideally within healthcare, pharmaceuticals, regulated or compliance-intensive industries.
• Exceptional attention to detail and ability to manage confidential information, particularly in compliance-related documentation and processes.
• Strong organizational skills to juggle multiple priorities, timelines and deliverables across diverse functions.
• Effective communication capabilities to liaise with colleagues, external stakeholders, and senior executives.
• Sound judgment and discretion in handling sensitive business matters in compliance with company policies and guidelines.
• Proficiency in office software, collaboration tools, meeting platforms, and task management applications, including emerging AI-enabled technologies.
• Collaborative approach to work that promotes sharing, support, and balance across administrative teams.
• Adaptability and problem-solving abilities suited to a dynamic, regulated environment with a focus on compliance.

Additional Information

The base salary range for this role is CAD 56,000 to CAD 89,700 per year. This is an existing position and candidates assessed may go through AI-supported evaluation processes. Candidates are considered ineligible for severance. Johnson & Johnson champions inclusivity and diversity, offering a workplace that respects and values each individual.