AddressAbout the role
Location: East Hanover, NJ
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.
Role Responsibilities:
• Acting and in a manner which is representative of the US Integrated Marketing Organization.
• Acting as the first point of contact for all inquiries, meetings and correspondence for the Chief Marketing and Customer Experience Officer, US.
• Influencing others and leveraging informal networks to complete tasks/achieve goals
• Translating complex verbal and written information into well-organized presentations and documents.
• Acting with urgency in a fast-paced environment along with ability to implement changes in a timely fashion.
• Screening and prioritizing communications and opportunities from external and internal sources and vendors.
• Gathering, compiling and reporting on information relevant to the Chief Marketing and Customer Experience Officer, assignment.
• Independently managing multiple tasks and projects with competing priorities and deadlines
• Creating written responses, when possible, on behalf of the Chief Marketing and Customer Experience Officer, US.
• Becoming fully knowledgeable of Company policies and ensuring department’s compliance.
• Handling details of a highly confidential, critical and sensitive nature.
• Managing the Chief Marketing and Customer 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.
• Preparing and submitting expense reports and monitoring approval flows relating to travel and other expenses of the Head, US Pharma Digital Customer Engagement as well as her direct reports.
• Planning and coordinating major onsite and offsite events and meetings within budget, including organizing internal and external global meetings, videos and conference calls.
• Arranging maintenance and repair of equipment as needed.
• Coordination or project management as needed.
• Functioning efficiently and effectively in a fast paced, dynamic work environment.
• The incumbent will be the lead administrative professional for the US Integrated Marketing Organization.
The pay range for this position at commencement of employment is expected to be between $80,000 and $120,000 per 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 re-serves 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.
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.
Role Responsibilities:
• Acting and in a manner which is representative of the US Integrated Marketing Organization.
• Acting as the first point of contact for all inquiries, meetings and correspondence for the Chief Marketing and Customer Experience Officer, US.
• Influencing others and leveraging informal networks to complete tasks/achieve goals
• Translating complex verbal and written information into well-organized presentations and documents.
• Acting with urgency in a fast-paced environment along with ability to implement changes in a timely fashion.
• Screening and prioritizing communications and opportunities from external and internal sources and vendors.
• Gathering, compiling and reporting on information relevant to the Chief Marketing and Customer Experience Officer, assignment.
• Independently managing multiple tasks and projects with competing priorities and deadlines
• Creating written responses, when possible, on behalf of the Chief Marketing and Customer Experience Officer, US.
• Becoming fully knowledgeable of Company policies and ensuring department’s compliance.
• Handling details of a highly confidential, critical and sensitive nature.
• Managing the Chief Marketing and Customer 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.
• Preparing and submitting expense reports and monitoring approval flows relating to travel and other expenses of the Head, US Pharma Digital Customer Engagement as well as her direct reports.
• Planning and coordinating major onsite and offsite events and meetings within budget, including organizing internal and external global meetings, videos and conference calls.
• Arranging maintenance and repair of equipment as needed.
• Coordination or project management as needed.
• Functioning efficiently and effectively in a fast paced, dynamic work environment.
• The incumbent will be the lead administrative professional for the US Integrated Marketing Organization.
The pay range for this position at commencement of employment is expected to be between $80,000 and $120,000 per 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 re-serves 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.
EEO Statement
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.
Role Requirements
• 8+ years of experience providing administrative professional support to executives is required
• 8+ years of experience of working in a large, dynamic, fast-paced and highly matrixed organization is required
• 8+ years of experience arranging international travel and expense reimbursement is required
• Experience and comfort working with leaders and counterparts at all organizational levels is required
• High level of integrity and proven experience in discretely handling highly confidential and highly sensitive information, including personnel issues, sensitive negotiations, and legal matters is required
• Proven track record of resourcefulness and success in terms of solving problems and improving processes is required
• Advanced proficiency with Word, Outlook, Excel, PowerPoint, and SharePoint and a general facility for information technology and for learning new software is required
• Excellent interpersonal and communication skills including 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 is required
• A flexible nature, a respect for the diversity inherent in colleagues, visitors, and an eagerness to learn new things is required
• Disposition favorable to collaborative, team-oriented work culture is required
• 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 is required
• Thorough knowledge of standard office procedures and protocols is required
• A reasonable understanding of NPC and key leaders is required
• Ability to translate complex verbal and written information into well-organized presentations and documents is required
• Strong organizational and time-management skills, with an attention to detail are required
• 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 is required
• Project Management certification is preferred
• Mastery with internal Novartis systems (R2P, Concur, etc.) is required
Why Novartis: Our purpose is to reimagine medicine to improve and extend people’s lives and our vision is to become the most valued and trusted medicines company in the world. How can we achieve this? With our people. It is our associates that drive us each day to reach our ambitions. Be a part of this mission and join us! Learn more here: https://www.novartis.com/about/strategy/people-and-culture
You’ll Receive: You can find everything you need to know about our benefits and rewards in the Novartis Life Handbook. 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.
Accessibility and Reasonable Accommodations: Individuals in need of a reasonable accommodation due to a medical condition or disability for any part of the application process, or to perform the essential functions of a position, please send an e-mail to tas.nacomms@novartis.com or 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.
• 8+ years of experience of working in a large, dynamic, fast-paced and highly matrixed organization is required
• 8+ years of experience arranging international travel and expense reimbursement is required
• Experience and comfort working with leaders and counterparts at all organizational levels is required
• High level of integrity and proven experience in discretely handling highly confidential and highly sensitive information, including personnel issues, sensitive negotiations, and legal matters is required
• Proven track record of resourcefulness and success in terms of solving problems and improving processes is required
• Advanced proficiency with Word, Outlook, Excel, PowerPoint, and SharePoint and a general facility for information technology and for learning new software is required
• Excellent interpersonal and communication skills including 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 is required
• A flexible nature, a respect for the diversity inherent in colleagues, visitors, and an eagerness to learn new things is required
• Disposition favorable to collaborative, team-oriented work culture is required
• 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 is required
• Thorough knowledge of standard office procedures and protocols is required
• A reasonable understanding of NPC and key leaders is required
• Ability to translate complex verbal and written information into well-organized presentations and documents is required
• Strong organizational and time-management skills, with an attention to detail are required
• 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 is required
• Project Management certification is preferred
• Mastery with internal Novartis systems (R2P, Concur, etc.) is required
Why Novartis: Our purpose is to reimagine medicine to improve and extend people’s lives and our vision is to become the most valued and trusted medicines company in the world. How can we achieve this? With our people. It is our associates that drive us each day to reach our ambitions. Be a part of this mission and join us! Learn more here: https://www.novartis.com/about/strategy/people-and-culture
You’ll Receive: You can find everything you need to know about our benefits and rewards in the Novartis Life Handbook. 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.
Accessibility and Reasonable Accommodations: Individuals in need of a reasonable accommodation due to a medical condition or disability for any part of the application process, or to perform the essential functions of a position, please send an e-mail to tas.nacomms@novartis.com or 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.
