Senior Administrative Assistant

Job Description Summary

Job Description

Major Accountabilities:

• Coordinate and proactively manage the calendar for Regional LT (i.e Chief Commercial Officer LACan, Regional CFO, Value and Access Head). Proactive mindset to anticipate scheduling needs and conflicts, ensuring optimal time management.
• Serve as the primary contact for the Regional LT diaries, managing and prioritizing communications including meetings, phone calls, and other requests.
• Prepare and organize materials, presentations, and agendas; take minutes during meetings as needed.
• Plan and execute team events, meetings, onsite engagements and off-site activities under the advisement of Regional LT. Handle logistics including venue selection, catering, and coordinating with vendors.
• Plan and coordinate domestic and international travel, manage travel itineraries, accommodations, expenses and transportation arrangements.
• Support team financial processes and budget tracking, including the opening and tracking of Purchase Orders (POs).
• Serve and act as an ambassador of company values and culture in all interactions. Handle confidential information with discretion and exercise sound judgement.
• General administrative support: takes care of general administrative.
  tasks and maintains the administrative processes also in case of absence of the line manager/team members. Partner with team members on other special projects, as needed.
• Interaction: Informs, advises and supports the team and associates from outside the team on processes, guidelines and services that are specific to the department.
• Supervisory tasks: Guarantees a smooth adjustment to the job of new employees in the own area of responsibility.

What you will bring to the role:

• Associate's and/or Bachelor's degree in Human Resources, Business Administration, Marketing, Communications, or a related field is preferred. A passion for working in a collaborative and networked environment is a plus.
• At minimum 5+ years of proven experience supporting an executive level leader, preferably within the pharmaceutical industry.
• Strong communication, organizational, and interpersonal skills, with the ability to build positive relationships with internal and external stakeholders. High degree of professionalism, integrity, and confidentiality. Ability to lead and influence collaborators with strong communication and interpersonal skills. Ability to work effectively in a matrix organization, comfortable working in a dynamic, fast-paced environment with shifting priorities.
• Advanced proficiency in Microsoft Office Suite and competent preparing PowerPoint, as well as use of Microsoft 365 . Keen eye for detail. Understanding of financial processes, including PO management and expense tracking.
• Fluency in English required, excellent verbal and written communication skills, with strong collaboration and networking skills.

The salary for this position is expected to range between $70,000 and $130,000 per year.

The final salary offered is determined based on factors like, but not limited to, relevant skills and experience, and upon joining Novartis will be reviewed periodically. Novartis may change the published salary range based on company and market factors.

Your compensation will include a performance-based cash incentive and, depending on the level of the role, eligibility to be considered for annual equity awards.

US-based eligible employees will receive a comprehensive benefits package that includes health, life and disability benefits, a 401(k) with company contribution and match, and a variety of other benefits. In addition, employees are eligible for a generous time off package including vacation, personal days, holidays and other leaves.

EEO Statement:

The Novartis Group of Companies are Equal Opportunity Employers. We do not discriminate in recruitment, hiring, training, promotion or other employment practices for reasons of race, color, religion, sex, national origin, age, sexual orientation, gender identity or expression, marital or veteran status, disability, or any other legally protected status.

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 to perform the essential functions of a position, please send an e-mail to us.reasonableaccommodations@novartis.com 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.

Salary Range

Skills Desired