This is a temporary contractor opportunity at Novartis
Novartis touches the lives of a tenth of the world’s population. Every role here, regardless of contract type, makes an impact on human life!
Novartis partners with external managed service provider Magnit Global to offer engaging temporary contractor opportunities like this, to those who are looking for flexibility in their career while looking to gain new skills and experiences providing services to an inclusive global medicines company. Click here to learn more about Magnit.
Ready to work with/through Magnit at Novartis? Please read on…
Job Purpose
Senior (Sr.) Administrative Assistant is an independent, motivated team member and provides administrative support to Clinical Development and Analytic team members with minimal supervision. Performs secretarial and administrative duties for a group of managers and both internal and external associates. Acts as an information source on organizational policies and procedures. May gather, compile, and report information relevant to current assignments. May provide guidance and direction to other administrative associates.
Major Activities
1) - Provides administrative support to clinical trial teams, which can include:
a. Scheduling/arranging meetings
b. Managing complex calendars
c. Processing of purchase orders and receipt of invoices
d. Organizing and maintaining global travel arrangements
e. Processing expenses via Concur
f. Department ordering (business cards, hardware/software, supplies, etc.)
g. Critically reviewing and proofing documents
h. Owning, updating and maintaining distribution lists
i. TimeSheet Coordinator responsibilities
j. Processing catering requests
k. Creating requisitions for departmental new hires
l. Scheduling interviews and onboarding new hires
m. Registering, receiving and refering visitors
n. All facets of booking video and conference rooms globally
2) - Facilitates communication between Novartis and vendors by initiating conference calls/meetings
3) - Handles confidential information and communications with all levels of management in a professional manner
4) - Acts as liaison across departments and line functions to ensure proper communications/reporting practices
5) - Interacts with internal and external sources, often at the sr. management levels
6) - May be responsible for data tracking and managing logistics for large meetings (internal and external)
7) - Prepares routine and complex documents, and actively manages/organizes files
8) - Handles mailings and distribution of materials for clinical trial teams
9) - Responsible for coordinating with building services for maintenance requests
10) - Supports/enters data into Novartis specific systems when required (e.g., TimeSheet, BrassRing, CREDI/SUBWAY, HRCore, Concur and Horizon)
11) - Provides assistance and training to other administrative staff, as needed
12) - Sets a good example for other administrative staff in both Functional areas and Novartis Values and Behaviors
13) - Maintains and archives project study files, mails study supplies and track shipments, as needed
14) - Assembles relevant data, compiles statistics or information, as directed, for use by others
15) - Supports compliance-related requests including audits/inspections with the highest quality
16) - Updates and makes revisions to documents and presentations (may include updates to organizational charts)
17) - May report monthly staffing changes/updates
18) - May provide direction/coordination of workflow, as well as providing backup coverage to other Administrative Assistants within the department and fully supports a team environment
Job Dimensions
Number of associates: No direct reports
Financial responsibility: Responsible for creation, processing of purchase orders and receipt processing in Eshop, may provide budget support by creating or maintaining spreadsheets
Impact on the organization: Supports clinical trial teams in an administrative capacity
Ideal Background
• Bachelor’s degree or equivalent senior administrative experience preferred
• Fluent English (oral and written); German a nice to have
• Position requires intermediate to advanced administrative experience (minimum 7 years)
• May require advanced secretarial or advanced technical administrative education
• Ability to exercise independent discretion/judgment and solve complex problems
• Proficient with Microsoft Office programs including Word, Excel, PowerPoint, Outlook, Internet
• Previous experience with Concur, Ariba and Elance, strongly preferred
• Input to changes in work processes and work flow is often required
• Strong ability to support and adapt to changes within the organization
• Sets a positive example for other administrative assistants within the group
• Strong communication skills (both written and verbal)
• Expert team player
Workload: 100%
Role type: Onsite
Contract: 18 months
Required start date: within 2-4 weeks
Why Novartis:
Helping people with disease and their families takes more than innovative science. It takes a community of smart, passionate people like you. Collaborating, supporting and inspiring each other. Combining to achieve breakthroughs that change patients’ lives. Ready to create a brighter future together?
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.
Accommodation:
If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to Magnit at directsourceproteam@prounlimited.com.
