Senior Administrative Assistant, PSS Operations

By 2023, Patient Specialty Services [PSS] is projected to support over 1.4 Million patients and impact nearly $4B of Novartis’s US Pharma revenue. PSS provides mission critical support to Novartis brands by helping patients access medications needed to improve their health. The creation of an internal Engagement Center is a strategic priority for US Pharma. We have an incredible opportunity to formulate exciting new partnerships to deliver transformative patient services. The PSS team is uniquely positioned to help support our goal of providing appropriate medications to twice as many patients twice as fast.

Your primary role is to support the Patient & Specialty Services Operations Team! This role will provide full administrative support to one Head, as well as, ad-hoc support to Head's direct reports.

The successful candidate must be a great teammate who can handle multiple assignments in a fast-paced environment with little supervision and possess excellent prioritization and follow-up skills with ability to proactively reach out within the organization to find solutions, anticipate needs of manager. He or she must have excellent attention to detail with the ability to anticipate requirements and plan accordingly.

Your role will include but not limited to:

• Responsible for: heavy calendaring, travel arrangements, processing expense reports, arranging internal /external meetings, writing leadership team meeting minutes with action items, and proven ability to operate technologies (i.e.: SharePoint, Adobe Connect, Skype Webex, Video Conferencing)
• Maintain a high level of confidentiality and securely handle sensitive material with all levels of management, in a professional manner
• Light project management to align regional account priorities
• Create and prepare routine presentations/memos/reports for department
• Coordinate with HR / Staffing to schedule interviews when necessary; manage updates to distribution lists and organizational charts
• Highly proficient in all administrative support skill, Office Management Set-up; Req to Pay, Concur, MS Office
• May be responsible for composing correspondences and communicating information on behalf of manager
• Excellent interpersonal and written/oral communication skills, ability to lead by influence, and design and improve admin processes. Function as lead admin within the department
• Maintain and distribute Department Onboarding materials and equipment as appropriate
• Management department specific MS Teams folder(s)

EEO Statement

The Novartis Group of Companies are Equal Opportunity Employers and take pride in maintaining a diverse environment. We do not discriminate in recruitment, hiring, training, promotion or other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, gender identity or expression, marital or veteran status, disability, or any other legally protected status. We are committed to building diverse teams, representative of the patients and communities we serve, and we strive to create an inclusive workplace that cultivates bold innovation through collaboration and empowers our people to unleash their full potential.

Minimum requirements

What you’ll bring to the role:

• High School Diploma
• At least 7 years of Administrative Assistant experience
• Past experience supporting Associate Director level and above roles
• Ability to prioritize duties while working for multiple executives; manage and prioritize calendar requests to ensure optimized daily, weekly and monthly schedules
• Excellent planning and organizational skills
• Demonstrated accuracy and speed in the use of standard office tools including Outlook, Word, Excel, and PowerPoint.
• Experience in using Adobe Acrobat and other software to create and handle multiple document formats including PDF files.
• Demonstrated ability to build collaborative relationships; superior interpersonal skills; excellent customer focus
• Position will be filled at level commensurate with experience

Desirable Requirements:

• Bachelor's degree or equivalent 4-Year university degree
• Past experience supporting Marketing/Brand/Specialty or other HQ focused groups (something similar)
• Ability to navigate a matrix-organization
• Ability to be resourceful, acquire information from the Intranet, learn new software programs quickly
• A strong understanding of Novartis Pharmaceuticals Organizational policies and procedures.

Why consider Novartis?
799 million. That’s how many lives our products touched in 2019. And while we’re proud of that fact, in this world of digital and technological transformation, we must also ask ourselves this: how can we continue to improve and extend even more people’s lives?

We believe the answers are found when curious, courageous and collaborative people like you are brought together in an inspiring environment. Where you’re given opportunities to explore the power of digital and data. Where you’re empowered to risk failure by taking smart risks, and where you’re surrounded by people who share your determination to tackle the world’s toughest medical challenges.

Imagine what you could do at Novartis!

Commitment to Diversity & Inclusion:
Novartis embraces diversity, equal opportunity and inclusion. We are committed to building diverse teams, representative of the patients and communities we serve, and we strive to create an inclusive workplace that cultivates bold innovation through collaboration, and empowers our people to unleash their full potential.

Join our Novartis Network: If this role is not suitable to your experience or career goals but you wish to stay connected to learn more about Novartis and our career opportunities, join the Novartis Network here: https://talentnetwork.novartis.com/network

Division

PHARMA

Business Unit

US PHARMA

Country

USA

Work Location

East Hanover, NJ

Company/Legal Entity

Novartis Pharmaceuticals

Functional Area

Facilities & Administration

Job Type

Full Time

Employment Type

Regular

Shift Work

No