Executive Administrative Assistant

Band

Level 2

 

Job Description Summary

The Executive 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, matrixed organization is extremely important. It is critical that the Executive Assistant have excellent interpersonal skills and the ability to build and maintain professional relationships and partnerships.

This position will be located at the East Hanover, NJ site and will not have the ability to be located remotely. Please note that this role would not provide relocation and only local candidates will be considered. This position will require 5-10% travel as defined by the business (domestic and/or international).

 

Job Description

Key Responsibilities:

• Act as the first point of contact for all inquiries, meetings and correspondence for the Chief Patient Experience Officer, US. This Executive Assistant will be the lead administrative professional for the US NPS organization.
• Manage the Chief Patient Experience Officer's calendar with fit for purpose meetings. Finding, preparing, organizing, documents and other background information in advance of meetings; coordinating meeting logistics as needed (room, food, AV equipment reservations, etc.). Coordinating and scheduling sometimes complex domestic and international travel.
• Prepare and submit expense reports and monitoring approval flows relating to travel and other expenses of the Chief Patient Experience Officer as well as direct reports.
• Plan and coordinate major onsite and offsite events and meetings within budget, including organizing internal and external global meetings, videos and conference calls.
• Gather, compile and report on information relevant to the Chief Patient Experience Officer, US.
• Create written responses, when possible, on behalf of the Chief Patient Experience Officer, US, and handle details of a highly confidential, critical and sensitive nature.
• Translate complex verbal and written information into well-organized presentations and documents.
• Screen and prioritize communications and opportunities from external and internal sources and vendors.
• Independently manage multiple tasks and projects with competing priorities and deadlines. Coordination or project management as needed.
• Act with urgency in a fast-paced environment with the ability to implement changes in a timely fashion.

Essential Requirements:

• Education: High School Diploma is required.
• 8+ years of experience providing administrative professional support to executives in a large, dynamic, fast-paced and highly matrixed organization, arranging international travel and handling expense reimbursements
• Experience and comfort working with leaders and counterparts at all organizational levels. High level of integrity and proven experience in discretely handling highly confidential and highly sensitive information, including personnel issues, sensitive negotiations, and legal matters
• Proven track record of resourcefulness and success in terms of solving problems and improving processes. Self-motivated and resourceful personality that searches for ways to anticipate needs and to conceive of alternatives and potential solutions to occasionally difficult and sometimes changing scheduling, interpersonal, and travel needs
• Advanced proficiency with Word, Outlook, Excel, PowerPoint, and SharePoint; general facility for information technology and for learning new software; mastery with internal Novartis systems (R2P, Concur, etc.)
• Excellent interpersonal and communication skills with a sound command of verbal and written English, particularly an ability to write and to proofread email messages and other documents for grammar, spelling, and stylistic mistakes
• Strong organizational and time-management skills, with an attention to detail and a disposition favorable to a collaborative, team-oriented work culture
• Thorough knowledge of standard office procedures/protocols and the ability to translate complex verbal/written information into well-organized presentations and documents
• Ability to handle the stress involved in managing complicated schedules for an executive in a complex environment with frequently required changes and adjustments, including the ability to prioritize and handle multiple tasks in a timely fashion

Desirable Requirements:

• Project Management certification

Novartis Compensation Summary: The salary for this position is expected to range between $73,500 and $136,500 per year. The final salary offered is determined based on factors