Senior Administrative Assistant

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

Job Description Summary

#LI-Hybrid This position will be located at East Hanover, NJ and will not have the ability to be located remotely. This position will require some travel as defined by the business (domestic and/ or international).

The Senior Administrative Assistant provides senior-level executive support and operational partnership to enable executive effectiveness, disciplined prioritization, and high-quality execution in a fast-paced, matrixed environment.

This role serves as a trusted extension of the executive office, supporting senior leaders, leadership teams, and key internal and external stakeholders with exceptional judgment, discretion, organizational agility, and polished communication. The role is responsible for anticipating executive needs, managing complex and competing priorities with minimal direction, strengthening leadership team operating rhythms, and enabling digital, AI-enabled, and collaborative ways of working.

Job Description

Key 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.

Essential Requirements:

• Education: Associate's degree, Bachelor's degree, or equivalent experience

• 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, with success in fast-paced, high-pressure 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 the ability to manage confidential information.

• Advanced proficiency in MS365, SharePoint, Office applications, Concur, R2P, and AI-enabled productivity tools, with flexibility to provide executive coverage and operational support as needed.

Novartis Compensation Summary:

The salary for this position is expected to range between $63,600 - $118,200 per year.

The final salary offered is determined based on factors like, but not limited to, relevant skills and experience, and 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

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

The Novartis Group of Companies are committed to working with and providing reasonable accommodation to individuals with disabilities. If, because of a medical condition or disability, 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] and let us know the nature of your request and your contact information. Please include the job requisition number in your message.

Salary Range

$63,600.00 - $118,200.00

Skills Desired

• Communication
• Data Entry
• Diversity Management
• Legal Documents Preparation
• Microsoft Office
• Office Equipment
• Office Management
• Scheduling
• Teamwork
• Time Management