Senior Administrative Assistant II

Novartis; Washington (District of Columbia); Hybrid; USD 70,000 - 130,000; Full time

Job summary

Novartis in Cambridge, MA is seeking a Senior Administrative Assistant II for a hybrid role with domestic relocation available. You will provide administrative support to Leadership in Translational Clinical Oncology with minimal supervision, coordinating complex travel, meetings, and documentation.

The ideal candidate will have 3+ years of administrative experience, a relevant degree, and strong English communication.

Qualifications

• 3+ years of administrative experience.
• Associate or bachelor’s degree or equivalent.
• Excellent written and spoken English.
• Proficiency with Word, Outlook, Excel, PowerPoint, and SharePoint; MS Teams a plus.
• Strong organizational and time-management skills.

Responsibilities

• Under minimal supervision support US-based leaders with calendar management, complex travel, meeting prep, and expense reporting.
• Assist with onboarding and offboarding of team members.
• Organize internal and external global meetings, video conferences, and conference calls.
• Provide business partnering support for leadership on workstreams and initiatives.
• Manage meeting logistics, agendas, minutes and action items for SCRB and related committees.
• Coordinate visits from ex-US team members, guest speakers, and consultants; support patient engagement events.

Skills

Administrative support

Calendar management

Travel scheduling

Written and verbal English

MS Office proficiency

Education

Bachelor’s degree

Associate degree

Tools

SharePoint

MS Teams

Excel

PowerPoint

Word

Outlook

Job description

Senior Administrative Assistant II

Novartis

Cambridge, MA

70,000 to 130,000 a year to Full-time

Summary

Senior Administrative Assistant II

Location: Cambridge, MA to Hybrid

Domestic Relocation is available for this role.

The successful candidate will provide administrative support, underminimal supervision, to Leadership in Translational Clinical Oncology.This individual must be highly organized, self-directed and proactivewith excellent communication skills and the ability to operate in aprofessional, mature and discrete manner.

About the Role

Key Responsibilities:

• Under minimal supervision support US-based TCO-LT members, DiseaseArea Leads, Global Program Managers and Clinical Program Leaders withadministrative tasks such as calendar management, complex businesstravel, meeting preparation, expense reporting and otheradministrative processes.
• Assist with the onboarding and offboarding of employees within theteam
• Organizing internal and external global meetings, videos, andconference calls (e.g. TCO Town Halls, regular US CPLs and PPMmeetings; MGH Alliance meetings; virtual ad-boards).
• Provide business partnering for TCO leadership in support ofworkstreams and initiatives as needed
• Manage Study Concept Review Board (SCRB) meeting logistics, agendaminutes and action items
• Organizing visits, and serving as the point person, from ex-US TCO-LTmembers, guest speakers, and consultants, and visits from patientse.g. Lung cancer initiative seminars; patient engagement seminars
• Office Management to assist with room bookings and meeting roomapprovals, office supplies, and other ad hoc administrative needs
• Maintenance of content on intranet and SharePoint sited for supportedteams
• Proactively inform leadership of and support optimization of new toolsand systems, and inform associates of existing resources to improveculture and personal effectiveness
• Develops an effective business partnership with P&O, REFS, HSE andother support organizations
• Collaborate with peers on planning and coordinating onsite and offsiteevents and meetings within a budget e.g. End of Year Holiday events
• TCO Administrative Excellence contributor to attendance of monthly TCOGlobal admin meetings, Partnership with other TCO AdministrativeAssistants 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 forexperience in a pharmaceutical company
• Associate or bachelor’s degree or equivalent experience
• Excellent communication skills including a sound command of verbal andwritten English, particularly an ability to write and to proofreademail messages and other documents. Proven ability to draft formalemails to external and internal stakeholders
• Proficiency with Word, Outlook, Excel, PowerPoint, and SharePoint, anda general affinity for information technology and for learning newsoftware. MS Teams experience a plus.
• Strong organizational and time-management skills, with an attention todetail

The ideal candidate will have a combination of the following:

• Friendly, accountable, and collaborative in nature; eagerness to workas a key contributor to a dynamic and capable administrative team
• Ability to manage complicated schedules for senior leaders in acomplex environment with frequently required changes and adjustments,including the ability to prioritize and handle multiple tasks in atimely fashion.
• Self-motivated and resourceful personality that searches for ways toanticipate needs and to conceive of alternatives and potentialsolutions to occasionally difficult and often changing scheduling,interpersonal, and travel needs.
• Sense of humor, a flexible nature, a respect for the diversityinherent in colleagues and visitors, and an eagerness to learn newthings

Novartis Compensation and Benefit Summary:

The pay range for this position at commencement of employment isexpected to be between 70,000 and 130,000/year; however, while salaryranges are effective from 1/1/25 through 12/31/25, fluctuations in thejob market may necessitate adjustments to pay ranges during thisperiod. Further, final pay determinations will depend on variousfactors, including, but not limited to geographical location,experience level, knowledge, skills, and abilities. The totalcompensation package for this position may also include otherelements, including a sign-on bonus, restricted stock units, anddiscretionary awards in addition to a full range of medical,financial, and/or other benefits (including 401(k) eligibility andvarious paid time off benefits, such as vacation, sick time, andparental leave), dependent on the position offered. Details ofparticipation in these benefit plans will be provided if an employeereceives an offer of employment. If hired, employee will be in an“at-will position” and the Company reserves the right to modifybase salary (as well as any other discretionary payment orcompensation program) at any time, including for reasons related toindividual performance, Company or individual department/teamperformance, and market factors.

Why Novartis:

Helping people with disease and their families takesmore than innovative science. It takes a community of smart,passionate people like you. Collaborating, supporting and inspiringeach other. Combining to achieve breakthroughs that change patients’lives.

Why Novartis:

Helping people with disease and their families takesmore than innovative science. It takes a community of smart,passionate people like you. Collaborating, supporting and inspiringeach other. Combining to achieve breakthroughs that change patients’lives.

Benefits and Rewards:

Learn about all the ways we’ll help you thrive personally and professionally.

Read our handbook (PDF 30 MB)

EEO Statement:

The Novartis Group of Companies are Equal Opportunity Employers. We donot discriminate in recruitment, hiring, training, promotion or otheremployment practices for reasons of race, color, religion, sex,national origin, age, sexual orientation, gender identity orexpression, marital or veteran status, disability, or any otherlegally protected status.

Accessibility & Reasonable Accommodations

The Novartis Group of Companies are committed to working with andproviding reasonable accommodation to individuals with disabilities.If, because of a medical condition or disability, you need areasonable accommodation for any part of the application process, orto perform the essential functions of a position, please send ane-mail to [email protected] Please include the job requisition numberin your message.