Senior Administrative Assistant II

Novartis Group Companies; Cambridge (MA); Hybrid; USD 61,000 - 113,000; Full time

Job summary

Novartis Group Companies is seeking a Senior Administrative Assistant II to support U.S.-based leadership in Translational Clinical Oncology. The role requires organizing complex calendars, arranging global meetings and travel, coordinating onboarding/offboarding, and maintaining SharePoint content with discretion and professionalism.

The ideal candidate brings 3+ years of pharmaceutical admin experience, strong English communication, and proficiency with

Qualifications

• 3+ years of experience in administrative work, preferably in a pharmaceutical company.
• Associate or bachelor's degree or equivalent experience.
• Excellent communication skills including verbal and written English; ability to draft formal emails to internal/external stakeholders.
• Proficiency with Word, Outlook, Excel, PowerPoint, and SharePoint; MS Teams experience a plus.
• Strong organizational and time-management skills with attention to detail.

Responsibilities

• Support US-based TCO-LT members, Disease Area Leads, Global Program Managers and Clinical Program Leaders with calendar management, travel, meeting prep and expense reporting.
• Assist with onboarding/offboarding of employees within the team.
• Organize internal and external global meetings, videos, and conference calls (e.g. town halls, CPLs, meetings).
• Provide business partnering for leadership in support of workstreams and initiatives as needed.
• Manage SCRB meeting logistics, agendas, minutes and action items.
• Coordinate visits from ex-US TCO-LT members, guest speakers, and consultants; engage patients for seminars.
• Office management including room bookings, supplies, and ad hoc needs.
• Maintain intranet/SharePoint content for supported teams.
• Proactively inform leadership and optimize tools and resources.
• Develop business partnerships with P&O, REFS, HSE and other support orgs.
• Collaborate on onsite/offsite events within budget.
• TCO Administrative Excellence contributor and BR Admin Community involvement.
• Be an active member of BR Oncology Admin Community and BR Administrative Partner community.

Skills

Adaptability

Communication

Customer Service

Diversity Management

Knowledge Management

Organizational Knowledge

Scheduling

Time Management

Verbal Communications

Workplace Organization

Written Communication

Education

Associate or Bachelor’s degree or equivalent experience

Tools

Word

Outlook

Excel

PowerPoint

SharePoint

MS Teams

Job description

Job Description Summary

Senior Administrative Assistant II

Location: Cambridge, MA - Hybrid

#LI-Hybrid

Domestic Relocation is available for this role.

The successful candidate will provide administrative support, under minimal supervision, to Leadership in Translational Clinical Oncology. This individual must be highly organized, self-directed and proactive with excellent communication skills and the ability to operate in a professional, mature and discrete manner.

Key Responsibilities

• Under minimal supervision support US-based TCO-LT members, Disease Area Leads, Global Program Managers and Clinical Program Leaders with administrative tasks such as calendar management, complex business travel, meeting preparation, expense reporting and other administrative processes.
• Assist with the onboarding and offboarding of employees within the team
• Organizing internal and external global meetings, videos, and conference calls (e.g. TCO Town Halls, regular US CPLs and PPM meetings; MGH Alliance meetings; virtual ad-boards).
• Provide business partnering for TCO leadership in support of workstreams and initiatives as needed
• Manage Study Concept Review Board (SCRB) meeting logistics, agenda minutes and action items
• Organizing visits, and serving as the point person, from ex-US TCO-LT members, guest speakers, and consultants, and visits from patients e.g. Lung cancer initiative seminars; patient engagement seminars
• Office Management - assist with room bookings and meeting room approvals, office supplies, and other ad hoc administrative needs
• Maintenance of content on intranet and SharePoint sited for supported teams
• Proactively inform leadership of and support optimization of new tools and systems, and inform associates of existing resources to improve culture and personal effectiveness
• Develops an effective business partnership with P&O, REFS, HSE and other support organizations
• Collaborate with peers on planning and coordinating onsite and offsite events and meetings within a budget e.g. End of Year Holiday events
• TCO Administrative Excellence contributor - attendance of monthly TCO Global admin meetings, Partnership with other TCO Administrative Assistants for both day-to-day operations as well acting as backup.
• Be an active team member in the global BR Oncology Admin Community, and with the BR Administrative Partner community

Role Requirements

• 3+ years of experience in administrative work, with preference for experience in a pharmaceutical company
• Associate or bachelor's degree or equivalent experience
• Excellent communication skills including a sound command of verbal and written English, particularly an ability to write and to proofread email messages and other documents. Proven ability to draft formal emails to external and internal stakeholders
• Proficiency with Word, Outlook, Excel, PowerPoint, and SharePoint, and a general affinity for information technology and for learning new software. MS Teams experience a plus.
• Strong organizational and time-management skills, with an attention to detail

The ideal candidate will have a combination of the following

• Friendly, accountable, and collaborative in nature; eagerness to work as a key contributor to a dynamic and capable administrative team
• Ability to manage complicated schedules for senior leaders in a complex environment with frequently required changes and adjustments, including the ability to prioritize and handle multiple tasks in a timely fashion.
• Self-motivated and resourceful personality that searches for ways to anticipate needs and to conceive of alternatives and potential solutions to occasionally difficult and often changing scheduling, interpersonal, and travel needs.
• Sense of humor, a flexible nature, a respect for the diversity inherent in colleagues and visitors, and an eagerness to learn new things

Novartis Compensation and Benefit Summary

The pay range for this position at commencement of employment is expected to be between $70,000 and $130,000/year; however, while salary ranges are effective from 1/1/25 through 12/31/25, fluctuations in the job market may necessitate adjustments to pay ranges during this period. Further, final pay determinations will depend on various factors, including, but not limited to geographical location, experience level, knowledge, skills, and abilities. The total compensation package for this position may also include other elements, including a sign-on bonus, restricted stock units, and discretionary awards in addition to a full range of medical, financial, and/or other benefits (including 401(k) eligibility and various paid time off benefits, such as vacation, sick time, and parental leave), dependent on the position offered. Details of participation in these benefit plans will be provided if an employee receives an offer of employment. If hired, employee will be in an "at-will position" and the Company reserves the right to modify base salary (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors.

Why Novartis

Helping people with disease and their families takes more than innovative science. It takes a community of smart, passionate people like you. Collaborating,supportingand inspiring each other. Combining to achieve breakthroughs that change patients' lives. Ready to create a brighter future together?

https://www.novartis.com/about/strategy/people-and-culture

Benefits and Rewards

Read our handbook to learn about all the wayswe'llhelp you thrive personally and professionally:

https://www.novartis.com/careers/benefits-rewards

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

$60,600.00 - $112,600.00

Skills Desired

• Adaptability
• Communication
• Customer Service
• Diversity Management
• Knowledge Management
• Organizational Knowledge
• Scheduling
• Time Management
• Verbal Communications
• Workplace Organization
• Written Communication