Band
Level 3
Job Description Summary
Responsible for the independent delivery of profound executive administrative and operations services forthe Global Corporate Communications organization. Proactively drives or contributes to tasks, while
managing multiple priorities at once. An ability to quickly pivot to new priorities with time sensitive
demands, while maintaining the utmost discretion and confidentiality.
Job Description
Key responsibilities:
- Efficiently manage calendars, including scheduling and prioritizing appointments. Proactively identifying which requests are a priority, and anticipating conflicts in advance. • Arrange business travel and ensure all logistics are handled smoothly. • Read, archive and summarize line manager’s emails.
- At least three times a day, triage incoming emails- proactively managing requests that are administrative in nature (PO approvals, concur, and other Novartis system approvals), and flag ECN, media or other urgent messages immediately and ensure the requests are followed up.
- Raise POs and process invoices - ensuring adherence to policy.
- Maintain distribution lists & Teams channels for Corp Comms organization.
- Guarantee smooth onboarding of new leadership team members.
- Welcome key members of the Swiss and global press and other senior visitors on behalf of line manager. Visitor management from beginning to end- room bookings, coffee, tea or lunch when needed.
- On days leader is in office, proactively manage their meeting schedule, when needed, ensuring pre-reads are printed in advance, room and tech set-up and connected. Corporate Comms Team- Operations
- Coordinate Leadership Team meetings and Corp Comms townhalls, prepare pre-read materials, manage meeting logistics and IT tech set-up, room-set up and catering in place, and summarize meeting minutes and action items.
- Devise operations, logistics and governance solutions that drive team efficiency and effectiveness, including meeting agendas and presentations, information-sharing vehicles, project trackers, and progress reports- leveraging the use of co-pilot and other AI tools regularly.
- Lead budget planning and oversight of Corporate Communications resources, working closely with CCLT to ensure spend stays on track and aligned with priorities, in line with forecasting planning, including monthly coordination with Finance BPAs and Strat Ops to report on updates.
- Maintain the Corp Comms Novartis Hub team space, identifying new creative opportunities to showcase the successes of the Corp Comms teams and people highlights, ensuring key CA announcements are shared, etc.
- Devise method and metrics to gather feedback from Corporate Communications on value of townhalls, offsites and other internal team conventions.
- Serving as a key point of contact for Corp Comms culture initiatives- in-person and offline including quarterly lunch and learns, social gatherings.
Essential Requirements:
- Very strong experience as executive administrative assistant in a cross-cultural environment, preferably within Novartis or a similarly complex organizational
- Proven expertise in managing complex calendars and travel arrangements
- Experience and comfortable working with Executive Committee Leadership (ECN), building strong relationships with the network of ECN executive assistants Experience in coordinating and supporting leadership team meetings and events
- Exceptional organizational and time management skills Resilience and ability work well under pressure while managing competing priorities
- Strong written and verbal communication skills (English and German)
- Financial budget planning acumen
- Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, Copilot, Chat GPT and other AI tools)
- Ability to handle confidential information with the utmost discretion
- Strong problem-solving abilities and the capacity to work independently
- High attention to detail and accuracy
Benefits and rewards:
Read our handbook to learn about all the ways we’ll help you thrive personally and professionally:
https://www.novartis.com/careers/benefits-rewards
Commitment to Diversity & Inclusion:
We are committed to building an outstanding, inclusive work environment and diverse teams representative of the patients and communities we serve.
Accessibility and accommodation:
Novartis is committed to working with and providing reasonable accommodation to all individuals. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the recruitment process, or in any order to receive more detailed information about essential functions of a position, please send an e-mail to [email protected] and let us know the nature of your request and your contact information. Please include the job requisition number in your message.
Skills Desired
