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Executive Administrative Assistant, Ophthalmology

Cambridge, Massachusetts
Closing date
Mar 22, 2023

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Pharmaceutical, Senior Management
Full Time
Organization Type
Jobseeker Type
Job Description

Millions! Novartis made a decision to pursue early discovery research internally to allow us to quickly translate the most impactful discoveries into therapeutics for millions of patients.

The incumbent provides high-level administrative support to the Global Head of the Ophthalmology Disease Area group in Cambridge, MA and London, UK. There is interaction with all levels of management in NIBR and other Novartis companies, interaction with external academic scientists and practicing physicians throughout the world. The incumbent must represent the department and the supervisor in a professional, polished, and mature manner with tact, diplomacy, discretion, and good judgment.
Major Accountabilities:
Ability to manage multiple assignments with competing priorities in a fast-paced environment including:
• Extensive calendar management including finding, preparing, organizing, printing and collating documents and other background information in advance of meetings.
• Prepare for and attend leadership team meetings. Take meeting minutes and distribute in a timely manner and keep action items updated.
• Manager various project support as needed including event planning
• Process incoming/outgoing mail/email and approval workflows
• Coordinating and scheduling domestic and international travel for the Global Head plus other directors in the department and meetings at other sites
• Offer hiring and onboarding support when needed
• Act as a resource for associates when they book travel or have questions regarding corporate cards and T&E policy
• Responsible for managing and creating MS Teams and SharePoint sites where necessary and other platforms as they are developed
• Contributing member of the Global Executive Admin and support groups
• Actively engage in training to ensure up to date with technology and tools to enhance all aspects of meeting efficiency (Yammer and MS Teams groups, etc.)
• Handle confidential information and communication with all levels of management in a professional manner
• Function as coverage for other admins
• Planning and coordination onsite and offsite events and meetings within a budget, including organizing internal and external global meetings, videos and conference calls
• Organizing the schedules of visits from internal associates, visits from Novartis associates from other sites in the US or from outside the US, visits from external scientists, guest speakers and consultants, visits from patients and visits from the public, also serving as the point person who greets the visitors and monitors their time and assists in logistical details
• Preparing and submitting complex expense reports and monitoring approval flows relating to travel and other expenses of the supervisor and other directors as well as for the invited speakers and consultants
• Organizing the schedules of job candidates interviewing for positions in the department
• Handling occasional personal appointments for the supervisor
• Providing operational support to weekly lab meetings, DADB and Ophtha LT meetings (e.g. scheduling, sending invites, sending minutes, responsible for the pre-reads and so on)
• May be asked to contribute to updating org charts, distribution lists and OPH intranet site
• Managing Persilog and the departmental promotions process

The pay range for this position at commencement of employment is expected to be between $69,300 and $103,900 year; however, while salary ranges are effective from 1/1/23 through 12/31/23, fluctuations in the job market may necessitate adjustments to pay ranges during this period. Further, final pay determinations will depend on various factors, including, but not limited to geographical location, experience level, knowledge, skills and abilities. The total compensation package for this position may also include other elements, including a sign-on bonus, restricted stock units, and discretionary awards in addition to a full range of medical, financial, and/or other benefits (including 401(k) eligibility and various paid time off benefits, such as vacation, sick time, and parental leave), dependent on the position offered. Details of participation in these benefit plans will be provided if an employee receives an offer of employment. If hired, employee will be in an “at-will position” and the Company reserves the right to modify base salary (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors.

Diversity & Inclusion / EEO

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 other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, gender identity or expression, marital or veteran status, disability, or any other legally protected status. We are committed to building diverse teams, representative of the patients and communities we serve, and we strive to create an inclusive workplace that cultivates bold innovation through collaboration and empowers our people to unleash their full potential.

Minimum Requirements

What you will bring to the role:
• High School Diploma is required.
• Associate or bachelor’s degree is preferred.

• 5+ years of highly successful work as an administrative professional supporting executive level management is required, preferably in a pharmaceutical company.
• Proven experience handling confidential and sensitive information is required.
• Advanced knowledge of Word, Outlook, Excel, PowerPoint and SharePoint are required.
• Have a flexible nature, natural respect for all colleagues, and an eagerness to learn new things is required.
• Curious and interested in learning about people, organizations, and processes is required.
• Ability to be resourceful and solve problems, offer solutions and present alternatives is required.
• Strong organizational and time management skills are required.
• Exceptional interpersonal skills and communication skills (both verbal and written) are required.
• Must be self-motivated and proactive in anticipating needs and thinking beyond the guidelines provided. Someone who takes the initiative to get the task done.
• Must display a team-oriented approach.
• Excellent administrative skills including thorough knowledge of standard office procedures and protocols are required.
• Demonstrated ability to prioritize and handle multiple tasks in a timely fashion is required

Why Novartis?

766 million lives were touched by Novartis medicines in 2021, and while we’re proud of this, we know there is so much more we could do to help improve and extend people’s lives.

We believe new insights, perspectives and ground-breaking solutions can be found at the intersection of medical science and digital innovation. That a diverse, equitable and inclusive environment inspires new ways of working.

We believe our potential can thrive and grow in an unbossed culture underpinned by integrity, curiosity and flexibility. And we can reinvent what's possible, when we collaborate with courage to aggressively and ambitiously tackle the world’s toughest medical challenges. Because the greatest risk in life, is the risk of never trying!

Imagine what you could do here at Novartis!

Commitment to Diversity & Inclusion:
Novartis is committed to building an outstanding, inclusive work environment and diverse team’s representative of the patients and communities we serve.

Accessibility and reasonable accommodation
The Novartis Group of Companies are committed to working with and providing reasonable accommodation to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please send an e-mail to [email protected] call +1 (877) 395-2339 and let us know the nature of your request and your contact information. Please include the job requisition number in your message.

Join our Novartis Network: If this role is not suitable to your experience or career goals but you wish to stay connected to hear more about Novartis and our career opportunities, join the Novartis Network here:

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