Senior Administrative Assistant, Customer Engagement

U014 (FCRS = US014) Novartis Pharmaceuticals Corporation; East Hanover (NJ); On-site; USD 64,000 - 118,000; Full time

Benefits offered by this job

Health, life and disability benefits

401(k) with company contribution and 1

Job summary

Novartis Pharmaceuticals Corporation in East Hanover, NJ is seeking an experienced Administrative Assistant to support senior leaders, manage complex calendars, arrange travel, and oversee critical administrative operations. The role emphasizes discretion, strong stakeholder management, and the ability to thrive in a fast-paced executive environment.

The position requires 5+ years of executive support experience, a Bachelor's degree, and proficiency with Microsoft 365 and SharePoint.

Qualifications

• Bachelor’s degree required from a 4-year college or university.
• 5+ years’ experience providing executive-level administrative support within a complex, fast-paced organization.
• Exceptional relationship-building, communication, and stakeholder management skills.
• Ability to anticipate needs, navigate ambiguity, and deliver high-quality results with minimal direction.
• Advanced organizational and operational management capabilities including calendars, travel, meetings, and administrative processes.
• Strong business acumen, executive presence, and discretion with confidential information.
• Fluency with Microsoft 365, SharePoint, and emerging AI-enabled tools to enhance productivity.

Responsibilities

• Serve as a trusted partner to senior leaders by proactively managing priorities, optimizing calendars, coordinating complex meetings, and ensuring focus on high-value outcomes.
• Build relationships across internal and external stakeholders to foster collaboration and seamless execution.
• Leverage digital tools and AI-enabled workflows to enhance productivity and information quality.
• Draft and manage executive communications with professionalism and discretion.
• Coordinate domestic and international travel, conferences, and engagements with thoughtful planning and readiness.
• Oversee expenses, purchasing, invoicing, and other administrative controls.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder management

Microsoft 365

SharePoint

AI tools

Education

Bachelor's degree

Tools

SharePoint

Microsoft 365

Enterprise systems

AI-enabled tools

Job description

Band Level 1 Job Description Summary #LI-Onsite

This position will be located at East Hanover HQ and will not have the ability to be located remotely. This position will require 10% travel as defined by business (domestic and/or international). Novartis is unable to offer relocation support for this role: please only apply if this location is accessible to you. Company will not sponsor visas for this position.

We are seeking a trusted and highly experienced Administrative Assistant who thrives on creating clarity, momentum, and impact for senior leaders. This individual will serve as a strategic partner, bringing sound judgment, discretion, business acumen, and exceptional organizational skills to support executive priorities and strengthen leadership team effectiveness. Success in this role requires the ability to anticipate needs, navigate complexity with confidence, embrace digital and AI-enabled ways of working, and build strong relationships across a diverse group of stakeholders. As a valued extension of the executive office, this person will help drive seamless execution, thoughtful prioritization, and meaningful business outcomes.

Key Responsibilities

• Serve as a trusted partner to senior leaders by proactively managing priorities, optimizing calendars, coordinating complex meetings, and ensuring focus on the highest‑value business outcomes.
• Build strong relationships across internal and external stakeholder networks, fostering collaboration, alignment, and seamless execution across teams and functions.
• Leverage digital tools, emerging technologies, and AI‑enabled workflows to enhance productivity, streamline processes, improve information quality, and support modern ways of working.
• Draft, prioritize, and manage executive communication with professionalism, sound judgment, and discretion, handling highly confidential and sensitive information with the utmost care.
• Coordinate complex domestic and international travel, conferences, and executive engagements, ensuring thoughtful planning, operational excellence, and executive readiness.
• Oversee key business operations including expense management, purchasing processes, invoicing, administrative controls, and policy‑compliant documentation to support efficient day‑to‑day execution.
• Lead the planning and delivery of high‑quality meetings, leadership events, and stakeholder experiences by managing logistics, conference support, catering, registration, and visitor coordination.
• Create, maintain, and continuously improve digital systems, SharePoint sites, filing structures, distribution lists, and other resources that strengthen organization, communication, and knowledge management.
• Serve as a trusted resource and role model within the administrative community by sharing best practices, supporting leadership initiatives, and contributing to a culture of collaboration and excellence.
• Demonstrate exceptional judgment, adaptability, and operational rigor while managing competing priorities, navigating ambiguity, and consistently delivering high‑quality results in a fast‑paced executive environment.

Essential Requirements

• Bachelor’s degree required from 4‑year college or university.
• 5+ years’ experience providing executive‑level administrative support within a complex, fast‑paced organization, with a track record of enabling senior leaders and leadership teams to operate effectively and efficiently.
• Exceptional relationship‑building, communication, and stakeholder management skills, with the ability to establish trust, influence through collaboration, and work confidently across all levels of the organization.
• Demonstrated ability to anticipate needs, navigate ambiguity, manage competing priorities, and consistently deliver high‑quality results with minimal direction.
• Advanced organizational and operational management capabilities, including experience coordinating complex calendars, executive travel, meetings, business operations, and administrative processes.
• Strong business acumen, executive presence, and sound judgment, with the ability to manage highly confidential information with professionalism, integrity, and discretion.
• Strong digital fluency, including advanced proficiency with Microsoft 365, SharePoint, enterprise business systems, and emerging AI‑enabled tools that enhance productivity and modern ways of working.
• A collaborative, service‑oriented mindset with the flexibility to support evolving business needs, contribute to leadership initiatives, foster strong partnerships across administrative networks, and help create a positive, high‑performing workplace culture.

Novartis Compensation Summary

The salary for this position is expected to range between $63,600 and $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 of other benefits.

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

Salary Range

$63,600.00 - $118,200.00

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, gender, national origin, age, sexual orientation, gender identity or expression, marital or veteran status, disability, or any other legally protected status. We strive to create an inclusive workplace that cultivates bold innovation through collaboration and empowers our people to unleash their full potential.

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 in order to perform the essential functions of a position, please send an e‑mail to [e-mail] call +1 (877) 395‑2339 and let us know the nature of your request and your contact information. Please include the job requisition number in your message.

Skills Desired

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

https://www.novartis.com/careers/careers-research/notice-all-applicants-us-job-openings