Senior Administrative Assistant

Novartis Farmacéutica; London; Hybrid; GBP 30,000 - 45,000; Full time

Job summary

A leading pharmaceutical company is seeking a Senior Administrative Assistant in London. This role involves providing administrative support to global teams, managing schedules, and ensuring effective communication across departments. Ideal candidates will have a Bachelor's degree and extensive administrative experience, with strong organizational and communication skills.

Qualifications

• Minimum 5-7 years of administrative experience, preferably in the pharmaceutical industry.
• Fluent in English, both oral and written.
• Ability to manage complex tasks independently.

Responsibilities

• Manage complex administrative tasks including scheduling and travel arrangements.
• Act as a liaison across departments to ensure effective communication.
• Prepare routine and complex documents, organize files, and manage revisions.

Skills

Communication

Organizational skills

Time management

Problem-solving

Collaboration

Education

Bachelor’s degree or equivalent senior administrative experience

Tools

Microsoft Office

SharePoint

MS Teams

Job description

When we put our heads together, we can do brilliant work. And when we do brilliant work, we can achieve remarkable things for patients as we positively transform healthcare. We are looking for Senior Administrative Assistants to join our team.

The Senior Administrative Assistant is an independent, motivated team member providing administrative support to the Global Program Team (GPT) and Global Clinical Team (GCT) 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 also provide guidance and direction to other administrative associates.

This role can be based in London, UK, with a hybrid approach to working.

About the Role

Major accountabilities:

1. Manage complex administrative and organizational tasks independently, including scheduling offsite meetings, managing calendars, travel arrangements, processing expenses and purchase orders, and booking video and conference rooms globally.
2. Handle confidential information and communications professionally across all levels of management.
3. Act as a liaison across departments and functions to ensure effective communication and reporting.
4. Interact with internal and external contacts, often at senior management levels.
5. Coordinate logistics for large meetings, managing data tracking as needed.
6. Prepare routine and complex documents, organize files, and manage document revisions.
7. Manage mailings and distribution of materials for the Global Program Team and Global Clinical Team.
8. Coordinate maintenance requests with building services.
9. Support data entry into Novartis-specific systems when required.
10. Assist and train other administrative staff as needed.
11. Assemble data, compile statistics, and prepare reports or presentations.
12. Update organizational charts and other documents.
13. Qualifications include a Bachelor’s degree or equivalent senior administrative experience, preferably in the pharmaceutical industry.
14. Strong communication skills in fluent English (oral and written).
15. Excellent organizational and time-management skills with the ability to prioritize tasks effectively.
16. Intermediate to advanced administrative experience (minimum 5-7 years).
17. Ability to exercise discretion, judgment, and solve complex problems independently.
18. Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook), SharePoint, and MS Teams.
19. Ability to support a wide range of activities independently and adapt to organizational changes.
20. Strong team player with a collaborative approach.

Benefits and Rewards

Learn more about how we support your personal and professional growth in our handbook. We are committed to creating an inclusive and diverse work environment that reflects the communities we serve.

We are dedicated to building an outstanding, inclusive work environment and diverse teams.

Why Novartis: Helping people with disease and their families requires more than science — it requires a community of passionate, innovative people working together to make breakthroughs that change lives. Join us in creating a brighter future: https://www.novartis.com/about/strategy/people-and-culture

Join our Novartis Network: Not the right role for you? Sign up to our talent community to stay connected and learn about future opportunities: https://talentnetwork.novartis.com/network

GB16 (FCRS = GB016) Novartis Pharmaceuticals UK Ltd.

Functional Area: Facilities & Administration

Job Type: Full-time

Employment Type: Regular

Shift Work: No