This is a universal job description meant to capture some of the primary duties of this role that are common across functions or divisions. It is not intended to represent all of the specific responsibilities of your position. Provides advanced administrative support to a division, department or group of individuals under limited supervision in a local and global context. Uses independent analysis of situations and judgment for determination of best course of action. Assistant supporting Department Head functions as the Lead Administrative Assistant.
Advanced Administrative Support: In addition to providing skilled basic administrative support, provides support for more complex activities, including the following: Initiating and creating independent correspondence and documents, such as drafts for presentations, excel tables, etc. and acting on behalf of supervisor for information dissemination and/or follow-up. Supervising relatively demanding processes, e.g. target/actual comparisons, statistical templates, budgets. Managing approval and authorization process on behalf of supervisor for purchasing; exercises pre-determined spending authority. Database management. Arranging internal and/or external special event meetings and attending when administrative support is needed. Handling special projects on behalf of supervisor Reviewing supervisor s directs expense reports for accuracy Basic Administrative Support Preparing routine documents and creating general correspondence Faxing, copying, filing Arranging for maintenance of office machines Opening, sorting, distributing and preparing (shipping requests, UPS), mail Ordering and maintaining office supplies Receiving and referring visitors and telephone calls, answering routine questions. Clears visitors through security. Recording department vacations Collecting data to create/design presentations Preparing for meetings, including formatting and editing presentations and making binders Managing calendars, including scheduling and arranging meetings & logistics Making travel arrangements Coordinating office moves Preparing expense reports Processing/tracking invoices and departmental budgets Interaction: Supports a division, department or group of professionals. Gathers information from other employees or outside contacts and communicates cross culturally. Responds to complex inquires from all levels of employees and external sources. Actively works on the enlargement of an intact network. Communicates regularly with US and global senior management on a regular basis. Interviews admin staff and provides management with hiring recommendations.
Supervisory Tasks Lead Admin may direct and/or delegate work of assistants in the department as necessary to provide appropriate coverage or to meet deadlines. Lead Admin may provide direction/coordination/training to other clerical support persons or lower level administrative personnel.
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.
The position requires a High School Diploma with 5-7 years of administrative experience. Secretarial/business school certificate preferred. College preferred/desirable.
PC and office equipment knowledge Stays up to date and has advanced skills in Lotus Notes and MS Word, Excel and Powerpoint. Has advanced skill levels in Ariba and Elance and other job relevant software. In depth knowledge of general office equipment (phones, fax, copier, etc.) as well as more technically advanced equipment (e.g. LCD/Proxima, teleconferencing equipment). Knowledge of Novartis Policies& procedures, including document preservation 0 In depth knowledge of Novartis Policies & Procedures, including document preservation. Familiarity with department s services/products* *Work results (Reports, Information etc.) of a specific team 1 In-depth knowledge of division/department objectives, services, products and organizational structure. Complete acquaintance with and understanding of technology (software & hardware) resources, and contacts within and outside the company to support department s objectives. Knows divisional organizational structure. Decides independently
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