Executive Assistant to Country President

Job Description Summary

The purpose of this role will be providing assistant support to Country President and Leadership team including Public Affairs and Communication.

 

Job Description

Key responsibilities:

• Organizes executive team meetings (including logistics, agenda, pre-reads, and minutes) including offsites.
• Manage Country President’s calendar. Arranges travel schedules, flight and hotel reservation for Country President and visitors from abroad. Receives visitors and accompanies visitors to the managers.
• Identifies communication coordinators within each department and builds network.
• Keeps up-date knowledge and familiarity with company office procedures, organization requirements, policies, and company operations.
• Works closely with HR team to support employee engagement, supports understanding and acceptance of Novartis values and culture among the people.
• Supports organization of company employee events by articulating the right business messages and promotes the events by internal communication tools.
• On time reporting of spontaneous adverse events (AE) reports and technical complaints for all Novartis products.
• Administrates the parking application for Pharma division.
• Administrates Novartis Data Box.

APPROVAL COMPLIANCE / LEGAL & DP / PROCUREMENT

Approval SME (Subject Matter Expert)

• Acts as SME for approval process, compliance regulation guidelines. Acts as process owner in SAP (SRM/SIM): Management of purchase orders for all activities on a daily basis and ensures reconciliation of Pos.
• Leads approval process of all marketing activities in internal systems needed, executing approvals in desired time and ensuring its compliance with intercompany rules, SOPs and guidelines. Consolidates inputs to achieve timely approvals in line with compliance requirements.
• Ensures full compliance of Function activities with intercompany rules: valid company SOP and guidelines (regular training and fulfilment of schedule – webconsumer / LMS).

TPRM compliance

• Initiates and coordinates Third-party risk management (TPRM) for all franchise specific new and already existing vendors.
• Coordinates Business Owners to ensure compliant TPRM process.

Audits compliance

• Coordinates and ensures a data entry and data management (maintain documents/data for team activities upon audit requests)
• Is ‘Key’ responsible for entire document management as per compliance rules. Acts as SPOC to provide document in case of audits.

Data Privacy compliance coordination

• Coordinates compliance with Data privacy in contracts with vendors such as: event partnerships; market research contracts, POPs, disease awareness programs; contracts with patients; press conference contracts; graphic design and marketing campaign programs etc.
• Manages / Initiates EPA when needed.

Legal compliance coordination

• Coordinate creation and signing of Contracts internally with Legal, with supplier, ensuring full compliance with process and regulations for approval. Leads Business Owners for input.

PROJECT MANAGEMENT AND TRAINING

Project Management

• Executes and manages marketing projects such as: promo/non-promo materials, MKT research, Partnerships.
• Participates in new process and systems designs and customizations - provides inputs, analyses and suggests solutions.
• Acts as SPOC when coordinating cross-functional communication on behalf of business owner to execute the activities/projects.

Systems Trainer

• Regularly provides coaching and training to business owners on processes and systems so they provide on time input in line with compliance rules.

Vendoring

• Leads the vendoring and approval process in P3 contracting, approval process of promotional and non-promotional events specific activities and materials. Ensures events’ reconciliation based on compliance regulations.

Essential requirements:

•   A University degree
• At least 5 years in similar position experience in Assistant to Management, planning and execution, ideally from international company
• Excellent understanding of all aspects of execution planning and Execution Management and development
• Thorough understanding of the international aspects of drug development process, including expert knowledge of international standards

Competencies:

• Strong capability in working in a global/country matrixed environment

• Proven strong leadership skills, and matrix management skills

Skills & Knowledge:                              

• Strong communicator