Site Administrative Assistant

Novartis • Millburn, NJ

1d • Onsite

About The Position

As the Site Administrative Assistant, you’ll play a pivotal role at the heart of the Millburn site, partnering closely with senior leaders to keep operations running smoothly and efficiently. In this position, you’ll be trusted with coordinating complex schedules, supporting leadership meetings, and enabling clear communication across the site — all while handling sensitive information with discretion and professionalism. If you thrive in a fast‑paced environment, enjoy being the go‑to person who keeps leaders organized and informed, and take pride in making an impact behind the scenes, this role offers the opportunity to contribute directly to the success of a growing Novartis site.

Requirements

• High school diploma required, with a bachelor’s degree preferred, and at least three years of experience in pharmaceutical, healthcare, or equivalent regulated environments.
• Proven ability to support senior leaders in a fast‑paced, team‑based setting while partnering effectively with diverse stakeholders.
• Strong proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and collaboration tools used for administrative coordination.
• Excellent verbal and written communication skills, with the ability to convey information clearly and professionally.
• Demonstrated sound judgment and discretion when handling sensitive and highly confidential information.
• Flexibility to work occasional extended or early hours as business needs require.

Nice To Haves

• Bachelor’s degree in business administration, communications, or a related field.
• Experience supporting senior leadership teams within a complex pharmaceutical or regulated environment.

Responsibilities

• Manage calendars, meetings, and priorities for site leaders, ensuring alignment with business needs.
• Coordinate site and leadership meetings, including room booking, agendas, minutes, and follow‑up actions.
• Arrange domestic and international travel, build itineraries across time zones, and submit timely expense reports.
• Serve as primary point of contact for sitewide communications, partnering with stakeholders to share clear updates.
• Plan and execute onsite and offsite meetings and events, coordinating logistics, equipment, vendors, and catering.
• Create and maintain Microsoft Teams pages and SharePoint sites, ensuring organized, accessible, up‑to‑date content.
• Handle confidential information with discretion while providing flexible administrative support to meet evolving site needs.

Benefits

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

What This Job Offers

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