Site Administrative Assistant

As the Site Administrative Assistant, you’ll play a pivotal role at the heart of the Millburn site, partnering closely with senior leaders to keep operations running smoothly and efficiently. In this position, you’ll be trusted with coordinating complex schedules, supporting leadership meetings, and enabling clear communication across the site — all while handling sensitive information with discretion and professionalism.

Location:

Millburn, NJ, United States.

Work schedule:

Monday – Friday. Relocation support:
This role is based in Millburn, NJ, and Novartis does not offer relocation assistance.

• Manage calendars, meetings, and priorities for site leaders, ensuring alignment with business needs.
• Coordinate site and leadership meetings, including room booking, agendas, minutes, and follow‑up actions.
• Arrange domestic and international travel, build itineraries across time zones, and submit timely expense reports.
• Serve as primary point of contact for sitewide communications, partnering with stakeholders to share clear updates.
• Plan and execute onsite and offsite meetings and events, coordinating logistics, equipment, vendors, and catering.
• Create and maintain Microsoft Teams pages and SharePoint sites, ensuring organized, accessible, up‑to‑date content.
• Handle confidential information with discretion while providing flexible administrative support to meet evolving site needs.

• High school diploma required, with a bachelor’s degree preferred, and at least three years of experience in pharmaceutical, healthcare, or equivalent regulated environments.
• Proven ability to support senior leaders in a fast‑paced, team‑based setting while partnering effectively with diverse stakeholders.
• Strong proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and collaboration tools used for administrative coordination.
• Excellent verbal and written communication skills, with the ability to convey information clearly and professionally.
• Demonstrated sound judgment and discretion when handling sensitive and highly confidential information.
• Flexibility to work occasional extended or early hours as business needs require.

• Bachelor’s degree in business administration, communications, or a related field.
• Experience supporting senior leadership teams within a complex pharmaceutical or regulated environment.

• Salary range: $63,600 – $118,200 per year. Final salary will be determined based on relevant skills and experience, with periodic review.
• The position includes a performance‑based cash incentive and, depending on the level, eligibility for annual equity awards.
• US‑based eligible employees receive a comprehensive benefits package that includes health, life, and disability benefits, a 401(k) with company contributions and match, and a generous time‑off package with vacation, personal days, holidays, and other leaves.