Job Description

~~~Please note: This is a temporary contractor opportunity at Novartis ~~~
Novartis touches the lives of a tenth of the world’s population. Every role here, regardless of contract type, makes an impact on human life!

Novartis US partners with external managed service provider Magnit Global to offer engaging temporary contractor opportunities like this, to those who are looking for flexibility in their career while looking to gain new skills and experiences providing services to an inclusive global medicines company. Click here to learn more about Magnit

Ready to work with/through Magnit at Novartis? Please read on...
Senior (Sr.) Administrative Assistant is an independent, motivated team member and
provides administrative support to Clinical Development team members
with minimal supervision. Performs administrative duties for a Clinical Development Head or Global Program Clinical Head. Acts as an information source on
organizational policies and procedures. May gather, compile, and report information
relevant to current assignments. May provide guidance and direction to other
administrative associates.

Major Activities
1) Provides administrative support to clinical trial teams, which can include:
a. Scheduling/arranging meetings
b. Managing complex calendars
c. Processing of purchase orders and receipt of invoices
d. Organizing and maintaining global travel arrangements
e. Processing expenses via Concur
f. Department ordering (business cards, hardware/software, supplies, etc.)
g. Critically reviewing and proofing documents
h. Owning, updating and maintaining distribution lists
i. TimeSheet Coordinator responsibilities
j. Processing catering requests
k. Creating requisitions for departmental new hires
l. Scheduling interviews and onboarding new hires
m. Registering, receiving and refering visitors
n. All facets of booking video and conference rooms globally
2) Facilitates communication between Novartis and vendors by initiating
conference calls/meetings
3) Handles confidential information and communications with all levels of
management in a professional manner
4) Acts as liaison across departments and line functions to ensure proper
communications/reporting practices
5) Interacts with internal and external sources, often at the sr. management levels
6) May be responsible for data tracking and managing logistics for large meetings
(internal and external)
7) Prepares routine and complex documents, and actively manages/organizes files
8) Handles mailings and distribution of materials for clinical trial teams
9) Responsible for coordinating with building services for maintenance requests
10) Supports/enters data into Novartis specific systems when required
11) Provides assistance and training to other administrative staff, as needed
12) Sets a good example for other administrative staff
13) Maintains and archives project study files, mails study supplies and track
shipments, as needed
14) Assembles relevant data, compiles statistics or information, as directed, for use
by others
15) Supports compliance-related requests including audits/inspections with the
highest quality
16) Updates and makes revisions to documents and presentations (may include
updates to organizational charts)
17) May report monthly staffing changes/updates
18) May provide direction/coordination of workflow, as well as providing backup
coverage to other Administrative Assistants within the department and fully
supports a team environment

Education required: 
Bachelor’s degree

Experience/Professional requirement:
• Position requires intermediate to advanced administrative experience (minimum 7 years)
• May require advanced secretarial or advanced technical administrative education
• Ability to exercise independent discretion/judgment and solve complex problems
• Proficient with Microsoft Office programs including Word, Excel, PowerPoint, Outlook, Internet
• Previous experience with Concur, Ariba and Elance, strongly preferred
• Input to changes in work processes and work flow is often required
• Strong ability to support and adapt to changes within the organization
• Sets a positive example for other administrative assistants within the group
• Strong communication skills (both written and verbal)
• Expert team player

Location: East Hanover, NJ (Hybrid- 3 days onsite)
Pay Rate: $31.52 - $42.89/hr based on experience and qualifications (W2 Only)
Contract: 12-month 
Health, dental, vision, 401k

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?

EEO Statement:
The Novartis Group of Companies are Equal Opportunity Employers. We do not discriminate in recruitment, hiring, training, promotion or other employment practices for reasons of race, color, religion, sex, national origin, age, sexual orientation, gender identity or expression, marital or veteran status, disability, or any other legally protected status.

Accommodation: 
If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to Magnit at directsourceproteam@prounlimited.com.

 

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