Executive Assistant to Global Head of Neurosciences, NIBR

Jan 05, 2022

Job Description

NIBR Neurosciences is seeking a proactive, creative, resourceful and integrative thinker for an Executive Assistant role supporting the Global Head of NIBR Neurosciences. The position is located in Cambridge, MA.

First and foremost, this person will be a key partner to the Global Head of NIBR Neurosciences, managing all day to day facets of the leader’s administrative needs, in order for the Global Head to be successful in their role. He/she will represent the Global Head, and the greater Neurosciences department, in a professional, polished, and mature manner with tact, diplomacy, discretion, and good judgment. As a proactive and integral contributor to the Neurosciences team, you will be an organizational hub for the department and will work collaboratively and effectively within the greater NIBR Neurosciences administrative team. There will be interaction with all levels of management in NIBR and other Novartis divisions, as well as external interactions including academic scientists and practicing physicians throughout the world.

This person must manage competing priorities in a fast-paced environment, including:

· Proactive management of Global Head’s calendar across multiple time zones, including understanding priorities, helping with preparation in advance of meetings and making sure that all business needs are coordinated
· Coordinating domestic and international travel for the Global Head and submitting all expenses through Concur
· Planning and coordinating onsite and offsite events and meetings within a budget, including organizing internal and external global meetings, videos, and conference calls
· Organizing visits from external scientists, guest speakers, and consultants, visits from patients, and visits from the public; also serving as the point person and assisting in logistical details
· Preparing and submitting expense reports and monitoring approval flows relating to travel and other expenses of the supervisor and other directors as well as for invited speakers and consultants
· Collaborating on other departmental or ad hoc requests as needed, and occasionally covering for other admins

Diversity & Inclusion / EEO

The Novartis Group of Companies are Equal Opportunity Employers and take pride in maintaining a diverse environment. We do not discriminate in recruitment, hiring, training, promotion or other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, gender identity or expression, marital or veteran status, disability, or any other legally protected status. We are committed to building diverse teams, representative of the patients and communities we serve, and we strive to create an inclusive workplace that cultivates bold innovation through collaboration and empowers our people to unleash their full potential.

Minimum Requirements

· 7+ years of experience in providing administrative support to executive-level managers, with preference for experience in a pharmaceutical company.
· 3+ years of experience supporting executive leaders is required.
· High School diploma is required.
· A college education (associate’s or bachelor’s degree or equivalent experience).
· Excellent communication skills including a sound command of verbal and written English, particularly an ability to write and to proofread email messages and other documents. Proven ability to draft formal emails to external and internal stakeholders
· Discretion to handle confidential and sensitive information, including personnel issues, sensitive negotiations with external parties, patient information, and other legal documents
· Proficiency with Word, Outlook, Excel, Powerpoint, and SharePoint, and a general affinity for information technology and for learning new software. MS Teams experience a plus.
· Strong organizational and time-management skills, with an attention to detail

The ideal candidate will have a combination of the following:

· Friendly, accountable and collaborative in nature; eagerness to work as a key contributor to a dynamic and capable administrative team
· Sense of humor, a flexible nature, a respect for the diversity inherent in colleagues, visitors, and patients, and an eagerness to learn new things
· Ability to handle the stress involved in managing complicated schedules for an executive in a complex environment with frequently required changes and adjustments, including the ability to prioritize and handle multiple tasks in a timely fashion.

Why Novartis?

769 million lives were touched by Novartis medicines in 2020, and while we’re proud of this, we know there is so much more we could do to help improve and extend people’s lives.

We believe new insights, perspectives and ground-breaking solutions can be found at the intersection of medical science and digital innovation. That a diverse, equitable and inclusive environment inspires new ways of working.

We believe our potential can thrive and grow in an unbossed culture underpinned by integrity, curiosity and flexibility. And we can reinvent what's possible, when we collaborate with courage to aggressively and ambitiously tackle the world’s toughest medical challenges. Because the greatest risk in life, is the risk of never trying!

Imagine what you could do here at Novartis!
Cambridge, MA
Facilities & Administration
Full Time
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Executive Assistant to Global Head of Neurosciences, NIBR

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