Executive Admin Partner | Travel-Ready & AI-Enabled Ops

Novartis Group Companies; East Hanover (NJ); On-site; USD 64,000 - 118,000; Full time

Job summary

Novartis Group of Companies in East Hanover, NJ seeks a Senior Administrative Assistant to provide executive support and operational partnership to senior leaders in a fast-paced, matrixed environment. You will anticipate needs, manage priorities, and enable discreet, high-quality execution.

The role emphasizes calendar management, complex travel, stakeholder engagement, and the use of AI-enabled productivity tools to streamline workflows and improve information management.

Qualifications

• Minimum 5+ years of experience providing executive-level administrative support in complex, matrixed organizations.
• Proven ability to build trusted relationships, influence stakeholders, and work effectively across all organizational levels.
• Exceptional organization, prioritization, and time-management skills in fast-paced environments.
• Extensive experience managing executive calendars, travel, expenses, purchase orders, and related business operations.
• Strong communication, professionalism, and executive presence when interacting with senior leaders and external stakeholders.
• Highly proactive, adaptable, and self-directed, with sound judgment, attention to detail, and ability to manage confidential information.

Responsibilities

• Coordinate executive calendars, meetings, interviews, and leadership engagements, ensuring alignment with key business priorities.
• Manage complex domestic and international travel, including visas, conferences, and executive readiness requirements.
• Build and maintain strong relationships with senior internal and external stakeholders to facilitate collaboration and issue resolution.
• Leverage AI-enabled tools and digital workflows to enhance productivity, streamline processes, and improve information management.
• Draft, prioritize, and manage executive communications with discretion, confidentiality, and sound judgment.
• Oversee expense reporting, purchase orders, invoicing, R2P processes, and administrative controls to support efficient operations.
• Maintain and optimize digital systems, including SharePoint, OneDrive, filing structures, distribution lists, and business documentation.
• Plan and execute meetings, conferences, leadership events, visitor management, and related logistics to deliver a seamless stakeholder experience.
• Provide backup support for executive administration functions and serve as a trusted resource on policies, procedures, and organizational processes.
• Demonstrate operational excellence through accuracy, responsiveness, effective prioritization, and consistent delivery in a fast-paced executive environment.

Skills

Communication

Data Entry

Diversity Management

Legal Documents Preparation

Microsoft Office

Office Equipment

Office Management

Scheduling

Teamwork

Time Management

Education

Associate's/Bachelor's degree or equivalent

Tools

MS365

SharePoint

Concur

R2P

AI productivity tools

Job description

Novartis Group of Companies in East Hanover, NJ seeks a Senior Administrative Assistant to provide executive support and operational partnership to senior leaders in a fast-paced, matrixed environment. You will anticipate needs, manage priorities, and enable discreet, high-quality execution.

The role emphasizes calendar management, complex travel, stakeholder engagement, and the use of AI-enabled productivity tools to streamline workflows and improve information management.