Summary

When we put our heads together, we can do brilliant work. And when we do brilliant work, we can achieve remarkable things for patients as we positively transform healthcare. We are looking for Senior Administrative Assistants to join our team.

The Senior Administrative Assistant is an independent, motivated team member and provides administrative support to the Global Program Team (GPT) and Global Clinical Team (GCT) members with minimal supervision. Performs secretarial and administrative duties for a group of managers and both internal and external associates. Acts as an information source on organizational policies and procedures. May gather, compile, and report information relevant to current assignments. May provide guidance and direction to other administrative associates.

• Deals with complex administrative and organizational assignments independently and takes care of general administrative tasks: scheduling offsite meetings, managing complex calendars, travel arrangements, processing expenses and purchase orders, booking video and conference rooms globally.
• Handles confidential information and communications with all levels of management in a professional manner
• Acts as liaison across departments and line functions to ensure proper communications/reporting practices
• Interacts with internal and external sources, often at the sr. management levels
• May be responsible for data tracking and managing logistics for large meetings (internal and external)
• Prepares routine and complex documents, and actively manages/organizes files
• Handles mailings and distribution of materials for clinical trial teams
• Responsible for coordinating with building services for maintenance requests
• Supports/enters data into Novartis specific systems when required
• Provides assistance and training to other administrative staff, as needed
• Assembles relevant data, compiles statistics or information, as directed, for use by others
• Supports compliance-related requests including audits/inspections with the highest quality
• Updates and makes revisions to documents and presentations (may include updates to organizational charts)
• May report monthly staffing changes/updates
• May provide direction/coordination of workflow, as well as providing backup coverage to other Administrative Assistants within the department and fully supports a team environment

• Bachelor's degree or equivalent senior administrative experience preferred

• Fluent English (oral and written)
• Strong organizational and time-management skills, with the ability to prioritize tasks

• Position requires intermediate to advanced administrative experience (minimum 5-7 years)
• Ability to exercise independent discretion/judgment and solve complex problems
• Proficient with Microsoft Office programs including Word, Excel, PowerPoint, Outlook, Internet
• Previous experience with Concur strongly preferred
• Ability to handle a wide range of administrative support activities and work independently with little or no supervision
• Input to changes in work processes and workflow is often required
• Strong ability to support and adapt to changes within the organization
• Strong communication skills (both written and verbal)
• Expert team player