Senior Administrative Assistant

Role Summary

The Senior Administrative Assistant provides high-impact, proactive administrative and operational support to multiple senior leaders within the Office of the Chief Data Officer (Data Strategy & Governance Organization), typically supporting 5–8 Leadership team members. The role is critical to enabling strategic focus, seamless execution, and effective collaboration across a complex, fast-moving, and globally distributed Data & Digital function.

This position will be located at East Hanover, NJ and will not have the ability to be located remotely. This position will require 10% travel as defined by the business (domestic and/or international).

Responsibilities

• Responsible for leadership of all administrative tasks and independent delivery of administrative services for leadership. Some examples outlined below:
• Multi-Executive Leadership Support: Act as a trusted partner to Chief Data Officer and 5-8 Leadership team members, managing priorities across multiple leadership agendas while representing the Data & Digital organization with professionalism, discretion, and sound judgment.
• Responsible for proactive Complex Calendar, Travel & Priority Management; Expense and Reimbursement management; and PO process end to end: Independently manage highly complex calendars and global travel for multiple leaders, proactively resolving conflicts, optimizing schedules, and anticipating shifting priorities.
• Leadership & Governance Enablement: Coordinate leadership team meetings, strategy sessions, town halls, and offsites. Ensure agendas, pre-reads, and materials are prepared, aligned, and distributed on time.
• Partnership Enablement: Coordinate partner meetings, strategy sessions, workshops and other events for partnerships, IDS Academy, and US Data and AI upskilling program. Ensure agendas, pre-reads, and materials are prepared, aligned, and distributed on time, manage partner on-site sign-ins and coordination.
• Cross-Functional Stakeholder Coordination: Serve as a central coordination point across Data, Digital, IT, Governance, Compliance, and Business teams.
• Operational Excellence & Ways of Working: Drive consistency and efficiency across leadership operations by improving administrative processes, tools, and ways of working.
• Information & Content Management: Manage executive correspondence, presentations, and documentation with high attention to detail and confidentiality. Manage knowledge management system through SharePoint, MS Teams, or other technologies.
• Communications & Alignment Support: Partner with internal communications, strategy, and transformation teams to support leadership communications and key initiatives.
• Compliance, Quality & Confidentiality: Ensure adherence to Novartis policies, data privacy, and compliance requirements.
• Administrative Community Leadership: Collaborate with other Executive Assistants, provide backup coverage, and contribute to the admin community.

Qualifications

• Minimum 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 with a proactive, solutions-oriented mindset
• Exceptional organizational, communication, and stakeholder management skills
• High level of discretion in handling sensitive and confidential information
• Advanced proficiency with Microsoft 365 tools (Outlook, Teams, PowerPoint, Word, Excel)
• Comfort working in Data, Digital, Technology, or transformation-driven environments

Education

• Required: High School Diploma
• Preferred: Associate's Degree or Bachelor's Degree