Strategic Executive Assistant — Global Travel & AI-Driven Ops

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

Job summary

Novartis AG in East Hanover, NJ is seeking a Senior Administrative Assistant to provide strategic executive support and operational partnership in a fast-paced, matrixed environment.

You will coordinate calendars, travel, and communications, leveraging AI-enabled tools and MS 365 to improve efficiency. The role requires strong judgment, discretion, and the ability to manage confidential information with professionalism.

Qualifications

• Associate’s degree, Bachelor’s degree, or equivalent experience.
• 5+ years of experience providing executive-level administrative support in complex, matrixed organizations.
• Proven ability to build trusted relationships, influence stakeholders, and work effectively across all organizational levels.
• Exceptional organization, prioritization, and time-management skills, with success in fast-paced, high-pressure environments.
• Extensive experience managing executive calendars, travel, expenses, purchase orders, and related business operations.
• Strong communication, professionalism, and executive presence when interacting with senior leaders and external stakeholders.
• Highly proactive, adaptable, and self-directed, with sound judgment, attention to detail, and the ability to manage confidential information.
• Advanced proficiency in MS365, SharePoint, Office applications, Concur, R2P, and AI-enabled productivity tools.

Responsibilities

• Coordinate executive calendars, meetings, interviews, and leadership engagements, aligning with key priorities.
• Manage domestic and international travel, including visas, conferences, and readiness requirements.
• Build relationships with senior stakeholders to enable collaboration and issue resolution.
• Leverage AI-enabled tools and digital workflows to boost productivity and information management.
• Draft and manage confidential executive communications with discretion and judgment.
• Oversee expense reporting, POs, invoicing, R2P processes, and administrative controls.

Skills

Communication

Data Entry

Diversity Management

Legal Documents Preparation

Microsoft Office

Office Equipment

Office Management

Scheduling

Teamwork

Time Management

Education

Associate’s degree

Bachelor’s degree

Equivalent experience

Job description

Novartis AG in East Hanover, NJ is seeking a Senior Administrative Assistant to provide strategic executive support and operational partnership in a fast-paced, matrixed environment.

You will coordinate calendars, travel, and communications, leveraging AI-enabled tools and MS 365 to improve efficiency. The role requires strong judgment, discretion, and the ability to manage confidential information with professionalism.