US-NJ, Executive Administrative Assistant (Global Head HR Oncology) 229120BR-MZ
Executive Administrative Assistant (Global Head HR Oncology)
East Hanover, NJ
Facilities and Administration
Professionally and effectively provide administrative support to Global Head HR Oncology under limited supervision. Key Responsibilities include the ability to multi-task using independent analysis of situations and judgment for determination of best course of action. Ensure the reputation and the communication of the Global Head HR Oncology office meets the highest professional standards.
1. Manages the Global Head HR Oncology calendar and agenda
Pro-actively manages the Global Head HR Oncology agenda and detailed schedule to accommodate the many priorities and ensure optimal productivity and efficiency
Aligns with various internal and external stakeholders to plan, adjust and optimize the calendar and meetings
Uses sound judgment and consults with the Global Head HR Oncology to prioritize, ensure optimal use of time and resolve calendar conflicts
2. Manages the Global Head HR Oncology travel
Organizes the Global Head HR Oncology travel to optimize his productivity and efficiency
Coordinates travel with all relevant stakeholders to ensure a strong collaboration with all partners involved, always with a good sense for discretion and protecting the Global Head HR Oncology privacy, safety, comfort and health.
3. Manages the preparation and follow up of the meetings and office administration
Efficiently handles and delivers the pre-reads for all meetings pro-actively provides the Global Head HR Oncology with all documents and files in a timely manner.
Coordinates the reception and submission of meeting documents to internal and external stakeholders.
Manages technology (Video, TC, calls) and meeting logistics to ensure the meeting quality and efficiency is of the highest standards
Organizes an efficient filing system and keeps records up to date and confidential
Handles expenses, office budget and office management pro-actively, efficiently and with high accuracy and integrity
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.
College degree and/or administrative school certificate preferred; High school degree is minimal requirement
At least 10 years administrative experience required
International & Global experience working at a VP level required.
Highly proficient in Microsoft Word, PowerPoint, Excel, Adobe Connect, SharePoint, and Outlook; Concur, and SAP preferred.
Strong understanding of Novartis Organizational policies and procedures preferred
Must be able to exercise independent judgment and interact effectively with internal and external customers, including international colleagues.
Demonstrated history of providing executive level support and interaction with all levels of management.
Capable to handle multiple tasks concurrently with tight time schedules by appropriate self prioritization of work with minimal supervision
Ability to initiate quick follow-up actions and to perform duties with a great deal of latitude for independent judgment
Must be proactive, efficient, customer-focused and able to work under pressure with tight timelines
Strong attention to detail with good organization skills and ability to exercise independent judgment.
Able to deal with high-level contacts and exposure to sensitive information a necessity
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