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Job Function
Business Support
Job Sub Function
Administration & Secretarial
Job Category
Business Enablement/Support
All Job Posting Locations:
Hyderabad, Andhra Pradesh, India
Job Description
Integrated Data Analytics & Reporting (IDAR)
Business Operations Lead Assistant*
(Sr. Administrative Assistant)
(*Title may vary based on Region or Country requirements)
Position Summary
The Business Operations Lead Assistant is an established individual contributor that executes tasks that are typically not routine, supporting executives and senior leaders within the organization by managing a complex calendar, coordinating office management activities, collaborating effectively with senior management, and assisting with various administrative processes. This role requires exceptional organizational skills, attention to detail, and the ability to handle confidential and sensitive matters.
This Business Operations Lead Assistant is responsible for providing guidance and mentorship to other members of the IDAR Centralized Admin Network (CAN), identifying and implementing process improvements for administrative processes: ensuring accuracy, timeliness, and quality in all deliverables. This role holds high standards of professionalism, efficiency, personal communication, discretion, and independent judgment in all interactions and responsibilities.
Principal Responsibilities
1 Calendar Management:
▪ Manage a complex calendar and prioritize meetings, ensuring maximum effective time use.
▪ Coordinate and interact with internal and external partners.
▪ Anticipate and proactively prevent issues related to scheduling conflicts.
2 Office Management
▪ Ensure flawless office management for global IDAR senior leaders with large teams.
▪ Regularly interact with senior leaders to address their office management needs.
▪ Collaborate with senior management and their assistants to solve complex problems related to project, department, or division-related work.
3 Meeting & Events
▪ Provide end-to-end meetings & events support for global departmental meetings, townhalls, leadership team meetings: both large and small, on and off-site, in person, hybrid and virtual.
▪ Support local office logistics: coordinate site visits and check-in and escorting guests.
4 Centralized Admin Network (CAN) Support
▪ Provide guidance, support, and mentorship to other members in CAN and the broader admin community.
▪ Share best practices and harmonize operational excellence support across the organization.
▪ Identify and implement process improvements for administrative processes.
▪ Support team projects, initiatives, working groups, and Subject Matter Expert teams.
▪ Act as a backup for other management assistants within CAN, supporting VPs and/or senior leaders with large teams.
5 Travel And Expense Management
▪ Assist in making travel arrangements for senior leaders.
▪ Prepare and submit expense reports for senior leaders.
6 SharePoint And Other Tools Coordination
▪ Support complex cross-functional SharePoint sites and portals.
▪ Coordinate the use of other tools and platforms as required.
- Proactive Support: ▪ Proactively anticipate the needs of the leader being supported. ▪ Stay aware of key business priorities and enable prioritization of meetings and workload accordingly
8 Code Of Business Conduct And Our Credo Values
▪ Know and adhere to the Johnson & Johnson Code of Business Conduct.
▪ Demonstrate behaviors consistent with Our Credo values.
Business Operations Support Activities
Identify, test, and improve administrative processes by analyzing recurring inefficiencies, coordinating stakeholder input, piloting streamlined approaches.
e.g., standardized job aids, request forms, governance models and supporting broader adoption across the global administrative network.
Orchestrate end‑to‑end initiatives and executive activities
e.g., leadership meetings, trainings, site visits by defining scope, sequencing tasks, coordinating stakeholders, managing logistics, and ensuring timely follow‑up by demonstrating a structured, project‑based way of working without formal project ownership.
Support global operational excellence efforts by participating in cross‑functional working groups, helping surface best practices, challenging existing ways of working constructively, and contributing to scalable, repeatable administrative solutions across regions.
Education And Experience Requirements
▪
Education: Bachelor Office Management or equivalent by experience
▪
Experience: A minimum of 5+ years of advanced administrative/secretarial experience is required. Executive level support of a VP or President strongly preferred. A good understanding of the Clinical Operations environment.
Other
Learning Agility
▪ Keep up to date on the organization's strategy, objectives, performance, and its stakeholders.
▪ Ability to acquire new IT skills beyond the traditional Microsoft package such as O365 and new communication tools.
Managing Complexity
▪ Ability to work accurately, independently, take initiative and handle many conflicting priorities in an environment that is continuously changing.
▪ Excellent interpersonal skills
▪ Ability to anticipate stakeholder needs without direct instruction and be proactive in addressing them is required.
▪ Prior experience handling sensitive and confidential information and documents is required.
▪ Good organizational and problem-solving skills
▪ High attention to detail
▪ Good insight of the business needs, knowledge of the organization and its sensitivities
▪ Able to act with speed, flexibility and accountability to achieve goals
▪ Understand how own work impacts the organization and use that understanding to make effective decisions and act where needed. Execute on the different priorities to deliver expected results.
▪ Take accountability for maintaining senior leaders’ schedule, remain flexible and respond with a sense of urgency. Use good judgment when faced with changing priorities
▪ Remain highly professional under stressful conditions
▪ Good written and oral communication skills in English
▪ Excellent computer skills including with Microsoft Office 365, J&J specific software packages that support business processes (e.g. Concur, Ariba, Worksense, Fieldglass, 1-Supply, …)
Required Skills
Preferred Skills:
Administrative Support, Business Writing, Communication, Contract Monitoring, Customer Centricity, Data Capturing, Diary Management, Document Management, Handbooks, Microsoft Office, Office Administration, Organizational Knowledge, Organizing, Presentation Development, Problem Solving, Process Oriented, Professional Ethics, Travel Planning, Typing
