Executive Administrative Assistant

Job Description Summary

Job Description

Key Responsibilities:

• Serve as the primary contact for the Global Legal Head, managing and prioritizing communications including meetings, phone calls, and other requests. Understand strategic priorities, key relationships and business needs to proactively make recommendations and perform tasks to best support the work of the Global Legal Head and create efficiencies.
• Coordinate and proactively manage the calendar of the Global Legal Head, R&D, anticipating scheduling needs and conflicts, and ensuring optimal time management. Plan and coordinate travel itineraries, accommodations, expenses and transportation arrangements.
• Provide administrative support to the Cambridge-based R&D Legal members as needed, including calendaring, travel arrangements and expenses.
• Prepare and organize materials, presentations, and agendas; take minutes during meetings as needed, and track and assist with post-meeting follow-up action items.
• Prepare and edit various documents, presentations and reports, and manage filing needs for legal and other documents.
• Provide administrative support for R&D Legal special projects and initiatives, including implementation of new processes, planning, communication, and tracking project progress.
• Plan and execute team events, meetings, and off-site activities. Handle logistics including venue selection, catering, and coordinating with vendors.
• Support the onboarding of new team members and assist with department training logistics (i.e. coordinating training schedules, providing access to systems, and facilitating introductions).
• Support team financial processes and budget tracking, including the opening and tracking of Purchase Orders (POs) and external legal firm spend.
• Advise on and support Cambridge facility needs for the R&D Legal team and coordinate with the REFS team as necessary.
• Liaise with the executive administrative assistants in the R&D organizations as necessary to enable effective partnership and support by R&D Legal.
• Work collaboratively and effectively within the broader Security and Legal administrative team, and coordinate administrative tasks as necessary.
• Handle confidential information with discretion and exercise sound judgement.
• Contribute to the culture and community of R&D Legal and the Security and Legal organization more broadly.
• Stay updated on industry trends and best practices in executive administrative support.

Minimum Requirements:

• Associate or Bachelor's Degree in Business Administration or a related area of study is preferred.
• Minimum of 5 years of proven experience supporting a senior leader in a large corporation, preferably within the pharmaceutical industry. Experience working in a Legal environment is a plus but not required.
• Understanding of financial processes, including PO management and expense tracking.

Skills:

• Strong communication and interpersonal skills, with the ability to build positive relationships with internal and external stakeholders.
• High degree of professionalism, integrity, and confidentiality.
• Comfortable working in a dynamic, fast-paced environment with shifting priorities
• Advanced proficiency in Microsoft Office Suite and familiarity with project management tools; Proficiency creating Power Point slides
• Strategic thinking and analytical skills
• Ability to lead and influence collaborators and others without direct line management authority
• Keen eye for detail
• Strong organizational and time-management skills with the ability to multitask and prioritize tasks effectively.
• Ability to work effectively in a matrix organization
• Ability to anticipate needs and proactively address issues.
• Experience with developing and implementing administrative processes.

The salary for this position is expected to range between $70,000.00 and $130,000.00 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 us.reasonableaccommodations@novartis.com or call +1(877)395-2339 and let us know the nature of your request and your contact information. Please include the job requisition number in your message.

Salary Range

Skills Desired