Job Description Summary
The Administrative Professional is an independent, motivated team member and provides administrative support to the Global Program Team (GPT) with minimal supervision. The successful candidate performs secretarial and administrative duties for a group of internal managers and acts as an information source on organizational policies and procedures.
Job Description
Key responsibilities but not limited to:
Deals with complex administrative and organizational assignments independently and takes care of general administrative tasks
Schedules and manages GPT on-site, off-site and virtual meetings across international time zones
Manages complex calendars
Processes purchase orders and receipt of invoices
Organizes and maintaining global travel arrangements
Processes expenses via Concur, as needed
Department ordering (business cards, hardware/software, supplies, etc.) Critically reviewing and proofing documents
Processes catering requests
Schedules interviews and onboarding new hires
Registering, receiving and referring visitors
All facets of booking video and conference rooms globally
Writing simple minutes, independent writing of correspondence, preparing draft presentations after basic instructions
Database administration, incl. SharePoint and MS Teams
Facilitates communication between Novartis, Health Care Professionals and vendors by initiating conference calls/meetings
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
Prepares routine and complex documents, and actively manages / organizes files
Handles mailings and distribution of materials for Global Program Teams
Coordinating with building services for maintenance requests or in support of department relocations.
Supports / enters data into Novartis specific systems when required
Provides assistance and training to other administrative staff, as needed
Supports ad hoc initiatives led by Portfolio Strategy and Operations team by compiling relevant information and supports organizing events (Associate Networking, Townhalls etc.)
Updates to documents and presentations (may include updates to organizational charts)
Provides direction/coordination of workflow, as well as providing backup coverage to other Administrative Assistants within the department and fully supports a team environment
Essential Requirements:
Bachelor’s degree or equivalent senior administrative experience preferred
Proficient with Microsoft Office programs including Word, Excel, PowerPoint, Outlook, SharePoint, MS Teams and Copilot
Strong communication skills (both written and verbal).
Able to deal with high-level contacts and exposure to sensitive information as necessity
Ability to exercise independent discretion/judgment, prioritize tasks and solve complex problems with strong attention to detail
Ability to handle a wide range of administrative support activities and work independently with little or no supervision
Expert team player, who is able work online/virtually with team members across the globe
Strong ability to support and adapt to changes within the organization
Desirable requirements:
Pharmaceutical industry experience in an administration setting
Proactive, efficient, customer-focused and able to work under pressure with tight timelines
Previous experience with Concur and Ariba strongly preferred
Languages :
English written and oral
Skills Desired