Senior Administrative Assistant, Operations job in Emeryville
|Employer:|| Novartis Pharmaceuticals|
|Job Type:||Full Time|
In this role, you will be a key member of the NIBR Emeryville Operations and Project Management teams contributing to the goal of bringing new therapies to patients. Administrative Assistant to the Site Steering Committee and senior management responsible for oversight of NIBR Emeryville.|
Scheduling and coordinating meetings including logistics, distribution of agendas and pre-reads, calendar management, tracking, record and distribution of meeting minutes. Action item follow-up/tracking with responsible individuals.
Support several global programs by organizing team meetings, creating and maintaining multiple SharePoint and OneNote sites, project data, and is readily accessible and user-friendly to all users. Collaborate with various global teams as required to effectively manage the project.
Collaborate and develop relationships within NIBR and Novartis to become an expert in executing tasks and troubleshooting issues that arise.
Provide support to functional heads primarily focused on scheduling, leadership team meetings and event planning. Represent leaders in a highly polished and professional manner. This person will interact with all levels of management through the organization, both domestic and international, necessitating tact, diplomacy, discretion and good judgment.
Assist with local headcount and project tracking by managing systems such as Time Card, maintaining organizational structures, track purchase planning, travel, maintain service contracts, etc. Working with Finance and Procurement systems; Persilog, Distribution List Management.
Assist with logistics of Emeryville Seminar series including disbursement of speakers according to guidelines.
In collaboration with Communications:
o Responsible for maintenance and improvement of NIBR Emeryville SharePoint site for departments and the site. Interface with end users to ensure that site meets needs.
o Lead initiatives for Associate engagement including participating in NIBR Emeryville Social Committee as well as Community engagement team. Assist in planning, budgeting, and executing events for Emeryville population including Community Partnership Day, Bay Area Science Festival, and other social events. Coordinate with Government Affairs to plan and execute site visits for State and Local governments.
o Develop and maintain departmental and site communications to increase associate engagement
Coordinate recruiting schedules and logistics including interview scheduling, coordinating seminars, catering, expense reimbursement, travel, etc.
Facilitate onboarding among onsite teams to ensure new hires and managers are prepared. Using onboarding systems to initiate tasks and monitor completion.
Initiate associate off boarding in collaboration with Scientific Operations, Health & Safety and Facilities.Minimum Requirements:
Associate's or Bachelor's degree and 7+ years' experience as an administrative assistant.
Ability to be flexible with respect to prioritization of daily tasks and projects according to internal and external influences. Demonstrated ability to balance multiple priorities, deliver on timelines, and be productive in a fast-paced, quickly changing team environment
Demonstrated planning and tracking skills, well-organized, and focused on results, attention to detail, and problem solving skills for developing creative solutions. Ability to manage plans and assignments independently
Excellent interpersonal and communication skills, both written and oral.
Demonstrated ability to collaborate with matrixed multifunctional teams as well as executives; demonstrated ability to resolve conflicts in an objective and diplomatic fashion
Strong analytical and outstanding computer skills. Strong knowledge of Microsoft Word, PowerPoint, Excel, Outlook, and SharePoint. Ability to learn new computer applications and Novartis systems (e.g., OneNote, Visio, MS Project, RTP) with minimal supervision.
Proven self-starter that can work independently on continuous improvement initiatives
Experience working in a global environment and event planning for senior leadership and/or large departments
The ideal candidate would possess a degree in a related scientific discipline (e.g. life science, chemistry)
Preferred to have some experience in the pharmaceutical industry