Band
Level 2
Job Description Summary
We are looking for a proactive and detail-oriented Operations Assistant / Project Assistant to join our GDC Basel Operations team. In this role, you will collaborate closely with the team to support operational and administrative tasks, ensuring smooth operations both locally and globally. You will contribute to optimizing processes, managing logistics, and supporting key initiatives like travel coordination, event planning, and reimbursement processes.The role is part of the GDC Operations team and reports directly into Operations Manager
This position can be filled in 80-100% FTE.
Job Description
Your responsibilities include but are not limited to:
General Administrative Support: Taking care of general administrative tasks and maintaining the administrative processes in collaboration with the GDC Basel Operations team, as well as partnering with team members on other special projects, as needed.
Travel and Logistics Coordination: Coordinating travel arrangements for associates and supporting the reimbursement process, ensuring these tasks are completed smoothly and in line with organizational requirements.
Project & Event Support: Working collaboratively with colleagues to plan, organize, and execute events and projects, ensuring all logistical and administrative aspects are handled efficiently. Furthermore, you will also support team financial processes and budget tracking, including the opening and tracking of Purchase Orders (POs).
Interaction: Informing, advising and supporting the team and associates from outside the team on processes, guidelines and services that are specific to the department.
Process Optimization: Supporting optimization of current processes and introduction of new or modified processes, including the use of AI tools. You will also work with the team to track and report any technical issues related to administrative systems or processes.
Acting as a Team Member for administrative projects and manages the administrative part of special tasks; Handling of administrative projects tasks with clearly defined content and time limitations.
Essential Requirements: :
Commercial training or university degree
Excellent verbal and written communication skills in both English and German
3+ years experience as an Executive Assistant, Operations Assistant, or in a similar administrative or project management role, ideally within a cross-cultural or global environment.
Strong collaboration skills with a clear understanding of working as part of a team, communicating effectively across different levels of the organization.
Proactive mindset, with the ability to anticipate team needs, take initiative, and support team goals.
Strong problem-solving skills, flexibility, and adaptability to changing requirements, “can-do” attitude. Comfortable with working in a dynamic, fast-paced environment with shifting priorities.
Knowledge of Novartis processes and systems
Advanced proficiency in Microsoft Office Suite and other digital tools relevant for administrative work.
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
Disclaimer*: Some restrictions on flexible working options may apply and will be discussed during interview if applicable
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 team’s representative of the patients and communities we serve.
Hiring decisions are only based on the qualification for the position, regardless of gender, ethnicity, religion, sexual orientation, age and disability.
The law provides for severely disabled / equal applicants the opportunity to involve the local representative body for disabled employees (SBV) in the application process. If you
would like to request this, please let us know in advance as a note on your CV.
Adjustments for Applicants with Disabilities:
The law provides for severely disabled / equal applicants the opportunity to involve the local representative body for disabled employees (SBV) in the application process. If you would like to request this, please let us know in advance as a note on your CV.
Join our Novartis Network:
If this role is not suitable to your experience or career goals but you wish to stay connected to hear more about Novartis and our career opportunities, join the Novartis Network here:
https://talentnetwork.novartis.com/network
Skills Desired