Sr Admin Asst, Strategic Planning & Operations

Description Business Unit:  NIBR

Country:  USA

Company/Legal Entity:  USA Novartis Institutes for BioMedical Research, Inc., Cambridge, MA

Posting Functional Area:  Translational Sciences

Employment Type:  Permanent

Reporting directly to the Global Head of Strategic Planning and Operations, TS, you will be responsible for performing quality administrative support and acting as site Operations Administrator for TS in Cambridge. This will be a challenging role which will offer opportunities for administrative associates who wish to broaden their horizons.In addition to performing traditional administrative duties (i.e. calendar management, internal/external meetings, videos and conference calls), you will also be expected to provide coordination and planning support for TS Operations Manager - Global.More specifically, in this role you will: Organize SP&O Global Management Meetings, Global TS strategic meetings both internal and off-site, Exploratory Project Advisory Board Meetings (EPAB) and quarterly Portfolio Review Meetings. Create and distribute agenda and meeting materials. Record minutes and distribute in timely manner.  Manage all travel plans; air, hotel; car reservations. Create and maintain flight itinerary schedules and meeting schedules. Prepare monthly expense reports. Assist in the development of slide presentations and reports.  Support, and assist organizing global TS communications activities such as ConnecTS. Support resource coordination for TS and on-boarding of new hires (i.e. Timecard, MyTime, Ariba, OSR) Maintain working knowledge of relevant Novartis policies and procedures - may act as a source of information on organizational policies and procedures Provide guidance and/or support/backups to other Administrative Associates

Requirements Minimum 5+ years of solid administrative experience; experience in pharmaceutical and/or healthcare environment preferred Excellent interpersonal and written/oral communication skills required Some college preferred or related equivalent experience The ability to manage multiple assignments with competing priorities in a fast-paced environment is essential  Must be proactive, efficient, customer-focused and have the ability to work independently Must be able to interact effectively with all levels of employees within TS, including international colleagues, and disseminate information in a timely and effective manner. Ability to be resourceful, obtain information from the Intranet, and learn new software programs quickly Must have proficiency and relevant experience with word processing, spreadsheets, and project management programs. (e.g. MS Office-Word, Excel, PowerPoint, Concur, Lotus Notes, etc.). Ability to work in a team environment, attention to detail and strong organizational skills are necessary. You must be able to handle confidential information and communicate with all levels of management in both NIBR and Development in a professional manner.