Administrative Professional

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