Sr. Administrative Assistant

Novartis Group Companies; East Hanover (NJ); On-site; USD 64,000 - 118,000; Full time

Job summary

Novartis Group Companies is seeking a Senior Administrative Assistant to provide high-impact, proactive support to the US CVM GM Healthcare Delivery & Prevention and Portfolio & Pipeline teams. The role is onsite at the East Hanover campus with hybrid guidance, enabling strategic focus and seamless execution.

The ideal candidate will manage calendars, travel, expenses, and vendor relations while protecting sensitive information and driving continuous process improvements.

Qualifications

• Minimum 5+ years of administrative experience.
• Experience supporting multiple senior leaders in a global, matrixed organization.
• Strong prioritization, change management and proactive problem-solving.
• Advanced proficiency with Microsoft 365 tools including CoPilot.
• Ability to handle sensitive information with discretion.

Responsibilities

• Provide proactive administrative support to CVM GM teams and executives.
• Manage complex calendars, travel, expenses, and end-to-end PO processing.
• Coordinate team meetings, strategy sessions, and offsites with prepared materials.
• Serve as a central point for cross-functional stakeholder coordination.
• Drive admin process improvements and leverage AI tools for efficiency.
• Manage executive correspondence and confidential documentation.
• Support internal communications and leadership alignment initiatives.
• Ensure compliance with policies and data privacy requirements.
• Collaborate with other Executive Assistants to build on-site community.

Skills

Administrative experience

Senior leaders support

Stakeholder management

Discretion

Communication

Education

High School Diploma

Associate's Degree

Bachelor's Degree

Tools

Microsoft 365

CoPilot

Job description

Job Description 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.

Job Description

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, matrixed organization
• 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.

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