Senior Administrative Assistant

Novartis • Cambridge, MA

10d • Onsite

About The Position

This position will be located at the Cambridge, MA site and will not have the ability to be located remotely. Novartis is unable to offer relocation support for this role. Please only apply if this location is accessible for you. Professionally provide high quality administrative and operational support for General Management with select support for their teams. Team player who is proactive and can successfully handle multiple assignments with competing priorities in a fast-paced environment, while proactively reaching out within the organization to find solutions, anticipate needs of leader, have excellent attention to detail, and function as a partner.

Requirements

• Excellent interpersonal and written/oral communication skills required for interaction internally and with external partners
• ability to lead by influence
• design and improve admin processes
• At least 8+ years secretarial / administrative experience
• College Degree or Secretarial School certificate
• Fluent English language skills (verbal & written)
• Strong communication skills & learning agility
• Prior experience in working for a multinational/matrixed organization would be advantageous
• highly proficient in all administrative support skills
• demonstrated good to excellent skills in key computer applications (e.g., Windows, Word, Powerpoint, Excel, Outlook, Concur)
• proven ability to learn new technologies

Nice To Haves

• Strong understanding of Novartis Pharmaceuticals and or Pharmaceutical Industry organizational policies and procedures will be an advantage.

Responsibilities

• Heavy calendaring
• travel arrangements
• processing expense reports
• purchase orders
• arranging video conferences, TCs, and internal /external meetings
• maintaining departmental org charts
• ordering office supplies
• preparing materials for meetings
• Lead the budget tracking for both teams with a complete understanding of the relevant finance systems (Mercury, SAP, SRM)
• Assist in development of slide presentations
• maintenance of VP’s and departmental files
• handle office moves and logistical onboarding of new team members
• May be responsible for composing correspondences and communicating information on behalf of leaders
• Create and prepare routine presentations/memos/reports for approval
• Maintain a high level of confidentiality and securely handle sensitive material with all levels of management, in a professional manner.

Benefits

• health
• life and disability benefits
• a 401(k) with company contribution and match
• a variety of other benefits
• generous time off package including vacation, personal days, holidays and other leaves

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree