We are welcoming a highly professional, experienced and motivated Admin professional, to join us in the role of an Executive Assistant to the Heads of OD and of TM globally
In this role you will handle a variety of sensitive and Strictly Confidential matters and will represent the department in a self-directed and mature manner with tact, discretion and strong judgment.
If you are enthusiastic, very well organized, very collaborative, quick learner with ability to provide constructive feedback, valuable ideas and maintain a great collaboration with team mates and different stakeholders, then you might be a great fit for our team
About the RoleKey Responsibilities: Coordinating all administrative support for the Global Head of OD and the Global Head of TM, as well as elements of support across their teams; supporting other team members for meetings/events, as well as coordinating projects as requiredManaging the calendars, including preparing, organizing, and collating documents and other background information in advance of meetingsCoordinating and scheduling travel, as well as preparing, submitting and monitoring approval of expense reportsManagement of team meetings, and events e.g.Team offsites, including (where needed) taking meeting minutes and keeping action items updated, as well as Management of SharePoint, GMT distribution lists and Teams sitesHandle the teams' financial management, through maintenance of the budgets for OD and TM departments, creating and managing all Purchase Orders, management of POs and Invoicing, and creating and managing contracts for 3rd party contractors and consultants, in partnership with Procurement teamsPrepare and edit correspondence, communications, announcements, presentations and other documents as required,Collaboration with Talent & Transformation Administrative team; and other Executive and Administrative teams across NovartisExcellent administrative skills including thorough knowledge of standard office procedures and protocol, with the ability to discretely handle and not to compromise confidential and sensitive informationLanguage proficiency (fluent English, both written and verbal, additional knowledge of German is an advantage),proficiency with Word, Outlook, Excel, PowerPoint, and SharePoint, and a general facility for information technology and for learning new software.Experience with internal tools like Req to Pay, Concur etc.
and to conceive of alternatives and potential solutions to occasionally difficult and sometimes changing scheduling, interpersonal, and travel needsStrong organizational and time-management skills, with great attention to detail and quality, accompanied with excellent communication skillsAbility to manage complicated schedules in a complex environment with frequently required changes and adjustments, including the ability to prioritize and handle multiple tasks in a timely fashionSelf-motivated and resourceful personality that searches for ways to anticipate needsBenefits & Rewards Monthly pension contribution matching your individual contribution up to 3% of your grossmonthly base salary; Risk Life Insurance (full cost covered by Novartis); 5-week holiday per year; (1 weekabove the Labour Law requirement); 4 paid sick days within one calendar year in case of absence due tosickness without a medical sickness report; Cafeteria employee benefit program – choice of benefits fromBenefit Plus Cafeteria in the amount of 17,500 CZK per year; Meal vouchers in amount of 105 CZK foreach working day (full tax covered by company); Public transportation allowance; MultiSport Card,
Employee Share Purchase Plan.
Find out more about Novartis Business Services: salary, annual bonus, flexible working schedule, tailored to your needs, possibility to workfrom home, pension scheme, employee recognition scheme, expanded program for the promotion ofhealth in the field of physical, mental and social well-being (Energized for Life), employment at Top SI
Employer, unlimited learning and development opportunities.
Commitment to Diversity and Inclusion / EEO paragraph Novartis is committed to building an outstanding, inclusive work environment and diverse teams representative of the patients and communities we serve.
(*Note: different wording for US (auto populated in Workday for US, no need to copy/paste), Germany Pharma and South Korea.
Find the wording in the Job posting guidelines.
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Accessibility and Accommodation: 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 order to receive more detailed information about the essential functions of a position, please send an e-mail to ****** and let us know the nature of your request and your contact information.
Please include the job requisition number in your message.
Accessibility and accommodation
Novartis is committed to working with and providing reasonable accommodation to individuals with disabilities.
If, because of a medical condition or disability, you need a reasonable accommodation for any part of the recruitment process, or in order to perform the essential functions of a position, please send an e-mail to ****** and let us know the nature of your request and your contact information.
Please include the job requisition number in your message.
Austria:
Adjustments for Applicants with Disabilities: If because of a medical condition, physical disability or a neurodiverse condition you require an adjustment during the recruitment process, please reach out to ****** and let us know the nature of your request as well as your contact information.
The support which we can provide will include advice on suitable positions as well as guidance at all stages of the application process.
Austrian law provides candidates the opportunity to involve the local disability representative, Behindertenvertrauensperson (BVP), in the application process.
If you would like to request this, please let us know in advance as a note on your CV.
Why Novartis: Helping people with disease and their families takes more than innovative science.
It takes a community of smart, passionate people like you.
Collaborating, supporting and inspiring each other.
Combining to achieve breakthroughs that change patients' lives.
Ready to create a brighter future together?
our Novartis Network: Not the right Novartis role for you?
Sign up to our talent community to stay connected and learn about suitable career opportunities as soon as they come up: (FCRS = IE002) Novartis Ireland Ltd
Alternative Location 1 Ljubljana, Slovenia
Alternative Location 2 Prague, Czech Republic
Alternative Location 3 Schaftenau, Austria
Functional Area Facilities & Administration
Job Type Full time
Employment Type Regular
Shift Work No
Novartis is committed to building an outstanding, inclusive work environment and diverse teams' representative of the patients and communities we serve.
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