Job description
Job ID
355621BR
Feb 17, 2023
USA
Job Description
Bringing life-changing medicines to millions of people, Novartis sits at the intersection of cutting-edge medical science and innovative digital technology. As a global company, the resources and opportunities for growth and development are plentiful including global and local cross functional careers, a diverse learning suite of thousands of programs & an in-house marketplace for rotations & project work. With a strong medicines pipeline our current transformation will not just deliver growth for our business but continue to allow us to bring innovative medicines to patients quickly.
Successful candidate must be a team player who can handle multiple assignments in a fast-paced environment with little supervision. Must possess excellent prioritization and follow-up skills with ability to proactively reach out within the organization to find solutions, anticipate needs of manager. Candidate must have excellent attention to detail. Candidate must be able to anticipate requirements and plan accordingly.
Successful candidate must be a team player who can handle multiple assignments in a fast-paced environment with little supervision. Must possess excellent prioritization and follow-up skills with ability to proactively reach out within the organization to find solutions, anticipate needs of manager. Candidate must have excellent attention to detail. Candidate must be able to anticipate requirements and plan accordingly.
- Responsible for: heavy calendaring, travel arrangements, event planning, processing expense reports, arranging internal /external meetings, writing leadership team meeting minutes with action items, and proven ability to operate technologies (i.e.: Outlook, Teams, SharePoint, Adobe Connect, Skype Webex, Video Conferencing).
- Maintain a high level of confidentiality and securely handle sensitive material with all levels of management, in a professional manner.
- Light project management to align regional account priorities.
- Create and prepare routine presentations/memos/reports for department.
- Coordinate with P&O / Staffing to schedule interviews when necessary; manage updates to distribution lists and organizational charts.
- Highly proficient in all administrative support skill, Office Management Set-up; Req to Pay, Concur, MS Office.
- May be responsible for composing correspondences and communicating information on behalf of manager.
- Excellent interpersonal and written/oral communication skills, ability to lead by influence, and design and improve admin processes. Function as lead admin within the department.
- Maintain and distribute Department Onboarding materials and equipment as appropriate.
- Management department specific MS Teams folder(s).
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
- High School Diploma is required.
- Bachelor's degree or equivalent 4-Year university degree preferred.
- 5+ years of Administrative Assistant experience is required.
- Past experience supporting Director level and above roles is required.
- Ability to prioritize duties while working for multiple executives is required.
- Excellent planning and organizational skills are required.
- Previous experience coordinating in-person and virtual meetings is required.
- Demonstrated accuracy and speed in the use of standard office tools including Outlook, Word, Excel, and PowerPoint is required.
- Experience in using Adobe Acrobat and other software to create and manage multiple document formats including PDF files is required.
- Demonstrated ability to build collaborative relationships is required.
- Superior interpersonal skills; excellent customer focus is required. Engaged across the team (understanding/contributing to the culture of the org/team)
- Past experience supporting Marketing/Brand/Specialty or other HQ focused groups (something similar) is preferred.
- Ability to navigate a matrix-organization is preferred.
- Ability to be resourceful, obtain information from the Intranet, learn new software programs quickly is preferred.
#transformingforgrowth
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!
Commitment to Diversity & Inclusion:
Novartis is committed to building an outstanding, inclusive work environment and diverse teams representative of the patients and communities we serve.
Accessibility and Reasonable Accommodations: Individuals in need of a reasonable accommodation due to a medical condition or disability for any part of the application process, or to perform the essential functions of a position, please send an e-mail to [email protected] or 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.
COVID-19: While Novartis does not require vaccination at this time, for certain Novartis sites in the US all associates and candidates may be required to either upload an image of their COVID-19 vaccine card demonstrating proof of full vaccination for COVID-19 (or other similar evidence of vaccination) or proof of a negative COVID-19 test taken by the associate or candidate within the past seven days to enter any of our sites and/or customer office or healthcare facility, as well as prior to participating in other work related off-site meetings. Employees working in customer-facing roles must adhere to and comply with customers’ (such as hospitals, physician offices, etc.) credentialing guidelines, which may require vaccination. As required by applicable law, Novartis will consider requests for reasonable accommodation for those unable to be vaccinated. This requirement is subject to applicable state and local laws and may not be applicable to employees working in certain jurisdictions. Please send accommodation requests to [email protected].
Join our Novartis Network: If this role is not suitable to your experience or career goals but you wish to stay connected to hear more about Novartis and our career opportunities, join the Novartis Network here: https:
Division
PHARMA
Business Unit
PATIENT & SPECIALTY SERVICES
Location
USA
Site
East Hanover, NJ
Company / Legal Entity
Novartis Pharmaceuticals
Functional Area
Facilities & Administration
Job Type
Full Time
Employment Type
Regular
Shift Work
No
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