Executive Assistant, Global Head Corporate Marketing

Job Description Summary

The Executive Assistant to the Global Head, Corporate Marketing will provide comprehensive administrative and organizational support to the department head.
The role requires a seasoned professional with excellent communication skills and the ability to thrive in a fast-paced environment. The ideal candidate will be a trusted partner to the Global Head of Corporate Marketing, helping to optimize their efficiency by managing administrative tasks, coordinating key projects, and maintaining confidentiality in all matters. The position requires the Executive Assistant to be proactive, detail-oriented and collaborative with a positive, can-do approach to challenges and a focus on continuous improvement.

 

Job Description

Key Responsibilities:

• Coordinate and proactively manage the Global Head, Corporate Marketing's calendar, anticipate scheduling needs and conflicts, ensuring optimal time management.
• Serve as the primary contact for the Global Head, managing and prioritizing communications including meetings, phone calls, and other requests.
• Prepare and organize materials, presentations, and agendas; take minutes during meetings as needed.
• Plan and execute team events, meetings, and off-site activities under the advisement of the Director of Corporate Marketing Strategy. Handle logistics including venue selection, catering, and coordinating with vendors.
• Plan and coordinate domestic and international travel for the Global Head, Corporate Marketing, manage travel itineraries, accommodations, expenses and transportation arrangements.
• Support the onboarding of new team members and assist with department training logistics (i.e. coordinating training schedules, providing access to systems, and facilitating introductions).
• Support team financial processes and budget tracking, including the opening and tracking of Purchase Orders (POs).
• Handle confidential information with discretion and exercise sound judgement.
• Serve as a corporate brand ambassador, reflecting the company’s values and culture in all interactions.

Key Performance Indicators

• Ensures financial and compliance process steps are executed seamlessly

• Publishing requests are created within the appropriate process timeframes and content delivered on time

Minimum Requirements:

• Associate’s and/or Bachelor’s degree in Bachelor’s degree in Business Administration, Marketing, Communications, or a related field is preferred. Experience in marketing or corporate communications is a plus.
• Minimum of 5 years of proven experience supporting an executive-level leader in a large corporation, preferably within the pharmaceutical industry.
• Understanding of financial processes, including PO management and expense tracking.

Skills:

• Strong communication, organizational, and interpersonal skills, with the ability to build positive relationships with internal and external stakeholders.
• High degree of professionalism, integrity, and confidentiality.
• Comfortable working in a dynamic, fast-paced environment with shifting priorities
• Advanced proficiency in Microsoft Office Suite and familiarity with project management tools
• Strategic thinking and analytical skills
• Ability to lead and influence collaborators and agencies without direct line management authority
• Keen eye for detail
• Strong communication and interpersonal skills
• Ability to work effectively in a matrix organization

Why Novartis: Helping people with disease and their families takes more than innovative science. It takes a community of smart, passionate people like you. Collaborating, supporting and inspiring each other. Combining to achieve breakthroughs that change patients’ lives. Ready to create a brighter future together? https://www.novartis.com/about/strategy/people-and-culture

Benefits and Rewards: Read our handbook to learn about all the ways we’ll help you thrive personally and professionally: https://www.novartis.com/careers/benefits-rewards

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

Novartis Compensation and Benefit Summary: The pay range for this position at commencement of employment is expected to be between