About this role
Job Description Summary
The successful candidate will provide executive administrative support to the Head of Corporate Security and entire team in East Hanover in a polished and professional manner. Must be a highly motivated, self-directed individual who can handle a variety of sensitive and confidential matters in a professional, mature manner with tact, diplomacy, discretion and good judgment. Must possess excellent organizational skills, the ability to manage multiple priorities simultaneously, and have a high attention to detail with a desire to get the job completed accurately and in a timely manner. Strong initiative and follow-through are essential.
The Executive Administrative Assistant will interact with all levels of management throughout the organization, both domestic and international. Therefore, experience working independently and as an effective and engaged team member, with an ability to succeed in a fast-paced, matrix organization is extremely important. It is critical that the executive administrative assistant have excellent interpersonal skills and the ability to build and maintain professional relationships and partnerships.
In essence, this position handles all personal business matters in order to allow the Head of Corporate Security to focus all efforts towards the optimum management of the Security Team in East Hanover.
Job Description
Responsibilities
- Maintaining daily calendar and any other needed schedules as appropriate
- Coordinating and scheduling domestic and international travel
- Preparing and submitting expense reports
- Agenda and document preparation in support of US HR Board Meetings and other meetings, as well as any other necessary logistics (room, food, AV equipment reservations, etc.)
- Routine and complex document preparation, proofing, as well as electronic and hardcopy file setup and management
- Receiving and managing incoming communications, responding to routine requests
- Receiving and referring visitors and telephone calls, answering routine questions
- Arranging maintenance and repair of equipment as needed\Coordination or project management as needed
- Education
- Education (minimum/desirable): Associate’s and/or Bachelor’s degree
- Languages: Fluent English
Requirements
- A minimum of five years as a senior and/or executive administrative professional supporting executive level management, VPs and/or leadership team members.
- A minimum of five years of working in a large, dynamic, fast-paced and highly matrixed organization.
- High integrity and proven experience handling confidential and sensitive information with discretion and good judgement.
- Proven track record of resourcefulness and success in terms of solving problems and improving processes.
- Project management certification
- Prior experience working in a pharmaceutical company
- Proficiency with internal Novartis systems (Ariba, Concur, etc.).
- Skills & Qualifications
- Competencies - Strong business acumen.
- Strong Stakeholder management skills.
- Strong technical skills and an advanced proficiency in Microsoft Word, PowerPoint, Excel and Outlook.
- Excellent command of the English language verbally and inwriting.
- Ability to translate complex verbal and written information into well-organized presentations and documents
- Skills Desired
- Advertising Campaigns, Alteryx, Analytical Thinking, Brand Awareness, Business Networking, Curiosity, Digital Marketing, Marketing Communications, Marketing Plans, Marketing Strategy, Media Campaigns, Process Documentation, Statistical Analysis, Strategic Marketing