Senior Administrative Assistant II

Novartis•Cambridge, MA

3d•$70,000 - $130,000•Hybrid

About The Position

The successful candidate will provide administrative support, under minimal supervision, to Leadership in Translational Clinical Oncology. This individual must be highly organized, self-directed and proactive with excellent communication skills and the ability to operate in a professional, mature and discrete manner.

Requirements

3+ years of experience in administrative work, with preference for experience in a pharmaceutical company
Associate 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
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

Nice To Haves

Friendly, accountable, and collaborative in nature; eagerness to work as a key contributor to a dynamic and capable administrative team
Ability to manage complicated schedules for senior leaders in a complex environment with frequently required changes and adjustments, including the ability to prioritize and handle multiple tasks in a timely fashion.
Self-motivated and resourceful personality that searches for ways to anticipate needs and to conceive of alternatives and potential solutions to occasionally difficult and often changing scheduling, interpersonal, and travel needs.
Sense of humor, a flexible nature, a respect for the diversity inherent in colleagues and visitors, and an eagerness to learn new things

Responsibilities

Under minimal supervision support US-based TCO-LT members, Disease Area Leads, Global Program Managers, Clinical Sciences and Clinical Program Leaders with administrative tasks such as calendar management, complex business travel, meeting preparation, expense reporting and other administrative processes.
Assist with the onboarding and offboarding of employees within the team
Organizing internal and external global meetings, videos, and conference calls (e.g. TCO Town Halls, regular US CPLs and PPM meetings; MGH Alliance meetings; virtual ad-boards).
Provide business partnering for TCO leadership in support of workstreams and initiatives as needed
Manage Study Concept Review Board (SCRB) meeting logistics, agenda minutes and action items
Organizing visits, and serving as the point person, from ex-US TCO-LT members, guest speakers, and consultants, and visits from patients e.g. Lung cancer initiative seminars; patient engagement seminars
Office Management – assist with room bookings and meeting room approvals, office supplies, purchase orders, and other ad hoc administrative needs
Maintenance of content on intranet and SharePoint sited for supported teams
Proactively inform leadership of and support optimization of new tools and systems, and inform associates of existing resources to improve culture and personal effectiveness
Develops an effective business partnership with P&O, REFS, HSE and other support organizations
Collaborate with peers on planning and coordinating onsite and offsite events and meetings within a budget e.g. End of Year Holiday events
TCO Administrative Excellence contributor – attendance of monthly TCO Global admin meetings, Partnership with other TCO Administrative Assistants for both day-to-day operations as well acting as backup.
Be an active team member in the global BR Oncology Admin Community, and with the BR Administrative Partner community