Jul 14, 2022

Job Description

12,000. The number of associates worldwide working together to reimagine medicine!

The Global Drug Development (GDD) organization oversees the development of new medicines discovered by our researchers and partners. We transform the lives of people by developing innovative and life-changing medicines.

The Senior Administrative Assistant, provides support to leadership and their team within the Technical Research & Development Organization.

Your responsibilities will include, but are not limited to:

• Schedule meetings, handle logistics and provide teleconference support for meetings.
• Manage complex calendar and scheduling needs for leaders.
• Schedule travel, including international travel and business itineraries across time zones.
• Support team communications, maintain org charts and distribution lists as needed.
• Schedule phone and in-person interviews with candidates.
• Submit expense reports.
• Support leadership team meetings by attending, authoring meeting minutes and tracking action items.
• Support site activities as needed such as town halls, celebrations, maintaining office/snack supplies.
• Make catering arrangements and reservations as needed.
• Special projects as needed..
• Demonstrate tact and confidentiality handling sensitive, confidential information.
• Other related duties as assigned.

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

What you'll bring to the role:

• 4 years of general administrative assistant experience with 2 years’ supporting leadership staff.
• Associates degree or equivalent experience.
• Experienced in handling a wide range of leadership support situations and be able to work independently with little or no supervision.
• Must be extremely well organized, flexible and strive under the challenges and pressure of supporting a growing organization.
• Ability to balance multiple priorities, while remaining proactive, positive, adaptable and efficient.
• Strong written and verbal communication skills, strong decision-making ability, eagerness to learn and attention to detail are extremely important in this role.
• Must be able to maintain confidential and sensitive information.
• Demonstrated proficiency in MS Outlook, MS Tea
• MS Office, Global Connect/VMR meeting set up, Skype, webinar, live meeting, Concur, travel arrangement software, purchasing and procurement systems required, and ability to quickly learn and adopt new productivity tools.
• Excellent communication and the ability to build effective working relationships across business and with senior level executives. Work under minimal supervision and interact with company personnel at all organizational levels.
• Demonstrated capability to work with discretion and tact in an environment exposed to a high level of sensitive and confidential information.
• Acts with sense of urgency and understands need for responsiveness on occasion after standard business hours and some weekends, as needed.
• Ability to be physically on site at least 3 days per week (in alignment with the Novartis Flexible Working Arrangements policy and the manager/team).

Why Novartis?
766 million lives were touched by Novartis medicines in 2021, 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!

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Accessibility and reasonable accommodations
The Novartis Group of Companies are committed to working with and providing reasonable accommodation to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please send an e-mail to [email protected] call +1 (877)395-2339 and let us know the nature of your request and your contact information. Please include the job requisition number in your message.
Global Drug Development
San Diego, CA
Facilities & Administration
Full Time
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Senior Administrative Assistant

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