Responsible for conducting diverse/complex duties in support of designated Global Development Project Team Head and members, by providing quality administrative support in an effective and efficient manner.
Process incoming/outgoing mail, schedule appointments/manage calendars;
Plan and schedule global and domestic travel arrangements, and process complex expense reports;
Schedule, organize, and coordinate internal/ external meetings, videos and conference calls;
Assist in the development of slide presentations;
Maintain departmental files and proper submission of approval forms;
Handle confidential information and communication with all levels of management in a professional manner;
Follow-up on projects assigned to various managers to ascertain status and to assure timely completion;
Travel Arrangements: Domestic and International
Preparation of Expense reports in a timely basis
Mentor other admin. support personnel with the department;
Function as coverage for other Admins;
Various projects as required
Respond to ad hoc requests.
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 any other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status.
High school degree required; college degree and/or secretarial school certificate preferred.
Excellent written and spoken English
Minimum 6+ years of secretarial/administrative experience, preferably in a pharmaceutical environment.
Excellent administrative skills including through knowledge of standard office procedures and protocols including:
Capacity to handle multiple tasks, within tight time schedules, by appropriate prioritization of work with minimum supervision and efficient follow-up;
Ability to initiate quick follow-up action and to perform duties with a great deal of latitude for independent judgment;
Must be pro-active, efficient, customer-focused and able to work under pressure with tight timelines;
Display strong attention to detail plus organizational skills;
Must be able to exercise independent judgment and interact effectively with internal and external customers, including international colleagues;
Have high level knowledge of how the company operates and thorough knowledge of policies and procedures;
Ability to deal with high-level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion and judgment;
Must be proficient in all secretarial skills, i.e., office procedures, departmental organization and reporting structures, Microsoft Word, Excel, PowerPoint and Lotus Notes, Internet Explorer, Ariba, Concur, etc
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