Admin. Asst. / Specialist

Senior Administrative Assistant


Hanover, NJ

Description:


Hybrid- 3 days onsite at Hanover, NJ

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.

Years of experience:

• 7+ years

Education required:

• Bachelor's degree

Languages:

• Fluent English (oral and written)

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

Major Activities


Provides administrative support to clinical trial teams, which can include:


Scheduling/arranging meetings


Managing complex calendars


Processing of purchase orders and receipt of invoices


Organizing and maintaining global travel arrangements


Processing expenses via Concur


Department ordering (business cards, hardware/software, supplies, etc.)


Critically reviewing and proofing documents


Owning, updating and maintaining distribution lists


TimeSheet Coordinator responsibilities


Processing catering requests


Creating requisitions for departmental new hires


Scheduling interviews and onboarding new hires


Registering, receiving and refering visitors


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