Senior Administrative Assistant
Novartis
2 months ago
On-site
East Hanover, NJ
Corporate Functions
Key Responsibilities:
- Provide leadership-level administrative support to the Chief Data Officer and 5–8 Leadership team members, managing priorities across multiple agendas with professionalism and discretion.
- Independently manage complex calendars and global/domestic travel; proactively resolve conflicts, optimize schedules, and anticipate shifting priorities.
- Manage expenses and reimbursements; oversee the PO process end to end.
- Coordinate leadership meetings, strategy sessions, town halls, and offsites; ensure agendas, pre-reads, and materials are prepared and distributed on time.
- Coordinate partnership events (including IDS Academy and US Data & AI upskilling program), including agendas, pre-reads, materials, and on-site sign-ins.
- Serve as a central coordination point across Data, Digital, IT, Governance, Compliance, and Business teams.
- Improve administrative processes, tools, and ways of working to drive operational excellence and consistency.
- Manage executive correspondence, presentations, and documentation with high attention to detail and confidentiality; manage knowledge tools via SharePoint, MS Teams, or similar.
- Support leadership communications and key initiatives in partnership with internal communications/strategy/transformation teams.
- Ensure adherence to required policies related to data privacy and compliance.
- Collaborate with other Executive Assistants; provide backup coverage; contribute to the admin community.
Essential Requirements:
- High School Diploma required; Associate’s or Bachelor’s Degree preferred.
- 5+ years of administrative experience.
- Extensive experience supporting multiple senior leaders in a global, matrixed organization.
- Proven ability to manage complexity, competing priorities, and rapid change.
- Strong business acumen; proactive, solutions-oriented mindset.
- Exceptional organizational, communication, and stakeholder management skills.
- High discretion handling sensitive/confidential information.
- Advanced Microsoft 365 proficiency (Outlook, Teams, PowerPoint, Word, Excel).
- Comfortable working in Data, Digital, Technology, or transformation-driven environments.
Location/Travel:
- East Hanover, NJ (not remote); 10% travel as defined by the business (domestic and/or international).
Compensation & Benefits:
- Salary expected to range from $63,630.00 to $118,170.00 per year; may include performance-based cash incentive and possible eligibility for annual equity awards (depending on level).
- US-eligible employees: comprehensive benefits package (health, life, disability), 401(k) with company contribution and match, and time off (vacation, personal days, holidays, other leaves).
- Provide leadership-level administrative support to the Chief Data Officer and 5–8 Leadership team members, managing priorities across multiple agendas with professionalism and discretion.
- Independently manage complex calendars and global/domestic travel; proactively resolve conflicts, optimize schedules, and anticipate shifting priorities.
- Manage expenses and reimbursements; oversee the PO process end to end.
- Coordinate leadership meetings, strategy sessions, town halls, and offsites; ensure agendas, pre-reads, and materials are prepared and distributed on time.
- Coordinate partnership events (including IDS Academy and US Data & AI upskilling program), including agendas, pre-reads, materials, and on-site sign-ins.
- Serve as a central coordination point across Data, Digital, IT, Governance, Compliance, and Business teams.
- Improve administrative processes, tools, and ways of working to drive operational excellence and consistency.
- Manage executive correspondence, presentations, and documentation with high attention to detail and confidentiality; manage knowledge tools via SharePoint, MS Teams, or similar.
- Support leadership communications and key initiatives in partnership with internal communications/strategy/transformation teams.
- Ensure adherence to required policies related to data privacy and compliance.
- Collaborate with other Executive Assistants; provide backup coverage; contribute to the admin community.
Essential Requirements:
- High School Diploma required; Associate’s or Bachelor’s Degree preferred.
- 5+ years of administrative experience.
- Extensive experience supporting multiple senior leaders in a global, matrixed organization.
- Proven ability to manage complexity, competing priorities, and rapid change.
- Strong business acumen; proactive, solutions-oriented mindset.
- Exceptional organizational, communication, and stakeholder management skills.
- High discretion handling sensitive/confidential information.
- Advanced Microsoft 365 proficiency (Outlook, Teams, PowerPoint, Word, Excel).
- Comfortable working in Data, Digital, Technology, or transformation-driven environments.
Location/Travel:
- East Hanover, NJ (not remote); 10% travel as defined by the business (domestic and/or international).
Compensation & Benefits:
- Salary expected to range from $63,630.00 to $118,170.00 per year; may include performance-based cash incentive and possible eligibility for annual equity awards (depending on level).
- US-eligible employees: comprehensive benefits package (health, life, disability), 401(k) with company contribution and match, and time off (vacation, personal days, holidays, other leaves).