Executive - Administration

1 month ago

Mumbai, India Johnson & Johnson Full time

**Company Overview**: Caring for the world, one person at a time, inspires and unites the people of Johnson & Johnson. We welcome innovation—bringing ideas, products, and services to life to advance the health and well-being of people around the world. We believe in collaboration, and that has led to breakthrough after breakthrough, from medical miracles that have changed lives, to the simple consumer products that make every single day a little better. Our over 125,000 employees in 60 countries are united in a common mission: To help people everywhere live longer, healthier, happier lives. In India, J&J operates as a single legal entity and consists of the 3 strategic business units: Consumer Products, Pharmaceuticals and Medical Devices, which are independently handled and report into their respective Global business segments.

**PHARMA**: Janssen, the pharmaceutical division of Johnson & Johnson, is dedicated to addressing and solving some of the most important unmet medical needs of our time in oncology, immunology, neurosciences & analgesia, infectious diseases, and metabolic diseases in India. Driven by a strong commitment to the health and well-being of patients, Janssen India brings innovative products, services, and solutions to people throughout the world. Janssen recognizes the impact of serious conditions on people’s lives, and aims to empower people through disease awareness, education, and access to quality care in six therapeutic areas.

**Role**:Admin**

**Supporting**:RB + MA + CNS**

**Roles & Responsibilities**:

- **Recurring Process**
- **Documentation **- Recurring Process
- Getting agreements printed and franked
- Attend to all request/task given by the team for e.g. scanning, xerox, invoices in e-MP etc.
- Manage records as per business requirement
- **Administrative Support & Coordination **- Recurring Process
- Administrative support to the RB, MA & CNS
- Administrative support to marketing teams
- Co-ordinating with various internal and external departments to ensure smooth execution of day-to-day business operations as per the company policy
- **Meeting arrangements & logistics **- Recurring Process
- Booking conference rooms for all meetings
- Circulate agenda and preparation of minutes of meeting (if requested)
- Managing bill payments
- Ensuring meetings organized with external & internal stakeholders in a smooth & timely manner
- **Bookings **- Recurring Process (if required)
- Ticketing
- Car booking
- Hotel booking
- Visa
- BCD events and payment (as per new SOP and deadline)
- Field work itinerary (if required)
- **Concur **- Recurring Process
- Prepare Concur Report
- Attend to concur queries
- Train new joiners under your team on creating profile in Concur and how to submit the expenses
- **Pre-Event Support **- Recurring Process - (for admins supporting sales functions)
- Invite Creations - upon receipt request make an "invite" & send to the concerned person
- EA Creations - Block the budget in ANSP System & send EA's to sales support team
- Vendor Creation/ Modification - Collect all Vendor data from field & process vendor Creation/Modification request in the system
- Assisting in the preparing and organizing of promotional material or events as per the timeline. (If required)
- **Post-Event Support **- Recurring Process - (for admins supporting sales functions)
- Planning and executing of HCC life doctors and sponsorship payments process as per deadline
- Processing post event documentations (PED)
- FSA expenses
- **Honorarium/ Sponsorship/Third Party Payment Processing **- Recurring Process
- Upon receipt of Post event documents, closure of relevant payments needs to be processed in the e-MP system
- Roll-out of payment
- Track Final payment & payment remittance sent to team
- **Order & Payment Processing **- Recurring Process
- Processing all orders with accuracy and timeline
- Raise PR - PO requests
- Make payments for the various orders raised
- **Report Generation, Trackers & Org-charts **- Recurring Process
- Generate reports
- Create & maintain multiple trackers from time-to-time as per business requirement
- Update respective team’s org-chart from time-to-time
- Vehicle mileage data tracker
- **As & when required**
- **New Employee onboarding - **As & when required
- Assisting new joiners with their laptops, cubicles, visiting cards, phone instruments, Citi Bank card and stationery.
- New joiners joining formalities coordination with HR, hiring manager & the new joiner
- **DL List - **As & when required
- Add new employee to all the required DL lists.
- Remove employees from DL list once they have exited the organization or moved to another function.
- **Accrual Process - **Twice in a month, Every Quarter, November & Year End
- Accrual File Preparation
- Follow up with Sales team & collect all supporting documents
- Co-ordination with Finance & send all relevant accrual data to team
- **CMC statement - **Once a month
- Submitting of monthly CMC statement

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