Sr. Administrative Assistant

Novartis; East Hanover (NJ); Hybride; USD 64 000 - 118 000; Plein temps

Résumé du poste

Novartis US CVM GM Healthcare Delivery & Prevention and the Portfolio & Pipeline teams seek a Senior Administrative Assistant to enable strategic focus, seamless execution, and effective collaboration. This role will be onsite at the East Hanover NVS Campus with hybrid working guidance.

You will lead complex calendaring, travel, expenses, and end-to-end PO processing; manage executive correspondence and confidential documentation; coordinate meetings and offsites; and support cross-functional

Qualifications

• High School Diploma is required; Associate's or Bachelor's is preferred.
• 5+ years of administrative experience serving senior leaders in a global, matrixed environment.
• Ability to manage complexity, competing priorities, and rapid change.
• Strong business acumen with a proactive, solutions-oriented mindset.
• Exceptional organizational, communication, and stakeholder management skills.

Responsabilités

• Act as a trusted partner to Healthcare Delivery & Prevention and Portfolio & Pipeline teams, managing priorities across leadership agendas with professionalism and discretion.
• Lead proactive complex calendaring, travel management, expense and reimbursement handling, and end-to-end PO processing.
• Coordinate team meetings, strategy sessions, and offsites; ensure agendas, pre-reads, and materials are prepared and distributed on time.
• Serve as a central coordination point across cross-functional stakeholders.
• Drive administrative process improvements and leverage AI tools to enhance efficiency.
• Manage executive correspondence, presentations, and confidential documentation with high attention to detail.
• Collaborate with internal communications, strategy, and transformation teams for leadership communications.

Connaissances

Calendar management

Stakeholder management

Microsoft 365

Confidentiality

Travel management

Formation

High School Diploma

Associate's or Bachelor's degree preferred

Outils

SharePoint

MS Teams

PowerPoint

Excel

CoPilot

Description du poste

Summary

The Senior Administrative Assistant provides high-impact, proactive administrative and operational support to the US Cardiovascular Metabolic General Management (CVM GM) Healthcare Delivery & Prevention and the Portfolio & Pipeline teams. The role is key in enabling strategic focus, seamless execution, and effective collaboration across a complex, fast-moving organization.

Summary

The Senior Administrative Assistant provides high-impact, proactive administrative and operational support to the US Cardiovascular Metabolic General Management (CVM GM) Healthcare Delivery & Prevention and the Portfolio & Pipeline teams. The role is key in enabling strategic focus, seamless execution, and effective collaboration across a complex, fast-moving organization.

This role will work onsite on the East Hanover NVS Campus in accordance with Hybrid Working guidance.

About The Role

Key Responsibilities:

Responsible for self-directed leadership of all administrative tasks and independent delivery of administrative services for the teams being supported. Examples include:

• Act as a trusted partner to the Healthcare Delivery & Prevention team, as well as the Portfolio & Pipeline team, managing priorities across multiple leadership agendas while representing the organization with professionalism, discretion, and sound judgment.
• Responsible for proactive complex calendaring, travel management; expense and reimbursement management; and end-to-end PO processing. Complex calendaring includes the ability to anticipate the need for shifts, as well as the ability to resolve conflicts based on sound judgment
• Leadership: attend specific team meetings to gain context and take proactive action to enable follow-ups. In addition, coordinate team meetings, strategy sessions, and offsites, and ensure agendas, pre-reads, and materials are prepared, aligned, and distributed on time.
• Cross-Functional Stakeholder Coordination: Serve as a central coordination point.
• Operational Excellence & Ways of Working: Drive consistency and efficiency across leadership operations by improving administrative processes, tools, and ways of working. This includes the use of AI tools to help achieve these objectives
• Information & Content Management: Manage executive correspondence, presentations, and documentation with high attention to detail and confidentiality. Manage knowledge management system through SharePoint, MS Teams, or other technologies.
• Communications & Alignment Support: Partner with internal communications, strategy, and transformation teams to support leadership communications and key initiatives.
• Compliance, Quality & Confidentiality: Ensure adherence to Novartis policies, data privacy, and compliance requirements.
• Administrative Community Leadership: Collaborate with other Executive Assistants, provide backup coverage, and contribute to the admin community.

Essential Requirements

• Education: High School Diploma is required, Associate's Degree or Bachelor’s Degree is preferred
• Minimum 5+ years of administrative experience
• Extensive experience supporting multiple senior leaders in a global, matrixedorganization
• Proven ability to manage complexity, competing priorities, and rapid change
• Strong business acumen with a proactive, solutions-oriented mindset
• Exceptional organizational, communication, and stakeholder management skills
• High level of discretion in handling sensitive and confidential information
• Advanced proficiency with Microsoft 365 tools (Outlook, Teams, PowerPoint, Word, Excel, CoPilot)
• Comfort working in Data, Digital, Technology, or transformation-driven environments
• Must work collaboratively with other admins in order to support on site team meetings, team building, and other ad hoc project work and culture work to build on-site community

Novartis Compensation Summary

The salary for this position is expected to range between $63,600.00 and $118,200.00 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.

To learn more about the culture, rewards and benefits we offer our people click here.

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, supporting and 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:

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 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 & 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 [email protected] 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.