JOB PURPOSE & IMPACT
This position is responsible for providing administrative support to the Head of Biopharma, as well as Human Resources and other functional groups as needed.
ESSENTIAL DUTIES AND RESPONSIBILITIES
This position would be involved in several projects, including but not limited to
Manage Head of BioPharma calendar and independently schedule appointments/meetings; receive guests on behalf of Head of BioPharma as necessary.
Development of presentations, corporate communications and various agendas.
Assist with planning corporate events
Schedule accommodations for audits, to include conference rooms, meals and audit schedules as required.
Schedule phone and on-site interviews to support recruitment activities
Initiate on-boarding and off-boarding activities for new/terminating employees
Create and/or update organizational changes in HR systems
Schedules meetings and trainings as requested by HR Leadership. Ensures appropriate resources.
Places orders for catering, office supplies, etc.
Creates and tracks purchasing and procurement orders in web based ReqLogic system.
Register and coordinate logistics of conferences
Manage hotel blocks for large tradeshows including ASCO, ASH, SABCS
Catering- order food, coordinate with facilities for drink set up, notify security of deliveries and contacts
Order business cards
Order flowers (births, deaths, or serious illness/injury for employee)
Act as a company administrator for Concur- set up new employees and re-set passwords where needed
Assist employees with expense reports
Reconciliation of the catering and travel card, allocate and provide back up for all charges on each card for finance approval.
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.
MINIMUM EDUCATION, EXPERIENCE, SKILLS
Note: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Bachelor s degree with a minimum of five (5) years of administrative experience supporting senior management.
Previous experience in pharmaceutical/biotech industry experience, and/or corporate communications experience is desired.
Strong MS Word, Excel and PowerPoint skills required. Concur experience desired.
Requires the ability to quickly pick up on various IT systems to support data exports and various reporting tools
An analytical mind and high attention to detail is a must.
Maintains a professional attitude, capable of efficiently prioritizing work load, and demonstrates the ability to proficiently interact with other managers and departments in a dynamic environment.
Excellent communication skills are required.
Must have high level of interpersonal skills to handle sensitive and confidential situations, and must be able to handle multiple projects and responsibilities at a given time.
Previous experience with Concur strongly preferred.
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