Senior Administrative Assistant

3M HEALTHCARE; Cambridge (MA); On-site; USD 60,600 - 112,600; Full time

Benefits offered by this job

Comprehensive benefits

401(k) with company match

Generous paid time off

Job summary

Novartis is seeking an experienced administrative professional for the Cambridge, MA site. The role provides high-quality support to General Management and teams, handling calendars, travel, budgets, and meeting materials in a fast-paced setting.

Requirements include 8+ years of admin experience, a college degree or secretarial certificate, and fluent English. This on-site position offers comprehensive benefits and a clear career path within a multinational framework.

Qualifications

• Excellent interpersonal and verbal/written communication.
• Ability to influence and improve admin processes.
• 8+ years secretarial/administrative experience.
• College degree or secretarial certificate.
• Familiarity with Novartis policies and pharmaceutical industry.
• Fluent English (spoken and written).
• Strong communication and learning agility.
• Experience in a multinational/matrixed organization is a plus.
• Proficient in Windows, Word, PowerPoint, Excel, Outlook, Concur.

Responsibilities

• Heavy calendaring; travel arrangements; expense reports; purchase orders; arranging video conferences, TCs, and meetings.
• Maintaining departmental org charts; ordering office supplies; preparing materials for meetings.
• Lead budget tracking for teams with Mercury, SAP, SRM.
• Assist in development of slide presentations, maintenance of VP’s and department files.
• Handle office moves and onboarding logistics for new team members.
• Compose correspondences and communicate information on behalf of leaders.
• Create and prepare routine presentations, memos, reports for approval.
• Maintain confidentiality and securely handle sensitive material with management.

Skills

Interpersonal skills

Verbal & written communication

Influence and process design

English fluency

MS Office / Concur

Learning agility

Education

College degree or secretarial certificate

Tools

Windows

Word

PowerPoint

Excel

Outlook

Concur

Job description

Overview

Job Description Summary: 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.

Key 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 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 confidentiality and securely handle sensitive material with all levels of management

Essential Requirements

• Excellent interpersonal and written/oral communication skills for interaction internally and with external partners
• Ability to lead by influence, design and improve admin processes
• 8+ years secretarial / administrative experience
• College Degree or Secretarial School certificate
• Strong understanding of Novartis Pharmaceuticals and/or Pharmaceutical Industry organizational policies and procedures
• Fluent English language skills (verbal & written)
• Strong communication skills & learning agility
• Prior experience working in a multinational/matrixed organization would be advantageous
• Highly proficient in all administrative support skills; demonstrated good to excellent skills in key computer applications (Windows, Word, PowerPoint, Excel, Outlook, Concur), with proven ability to learn new technologies

Compensation

The salary for this position is expected to range between $60,600.00 and $112,600.00 per year. The final salary offered is determined based on factors like, but not limited to, relevant skills and experience. Upon joining Novartis will be reviewed periodically. Novartis may change the published salary range based on company and market factors. Your compensation will include a performance-based cash incentive and, depending on the level of the role, eligibility to be considered for annual equity awards. US-based eligible employees will receive a comprehensive benefits package that includes health, life and disability benefits, a 401(k) with company contribution and match, and a variety of other benefits.

Benefits

Employees are eligible for a generous time off package including vacation, personal days, holidays and other leaves.

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.

Accessibility and Reasonable Accommodations

We are committed to working with and providing reasonable accommodation to individuals with disabilities. If you need a reasonable accommodation for any part of the application process, or to perform the essential functions of a position, please send an e‑mail to [e-mail] or call [phone].