Admin. Asst​/Specialist

Senior Administrative Assistant

Hanover, NJ

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+

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

Time Sheet Coordinator responsibilities

Processing catering requests

Creating requisitions for departmental new hires

Scheduling interviews and onboarding new hires

Registering, receiving and referring visitors

All facets of booking video and conference rooms globally

Facilitates communication between Novartis and vendors by initiating conference calls/meetings

Handles confidential information and communications with all levels of management in a professional manner

Acts as liaison across departments and line functions to ensure proper communications/reporting practices

Interacts with internal and external sources, often at the sr.