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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