Admin. Asst. / Specialist

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 educationAbility to exercise independent discretion/judgment and solve complex problemsProficient with Microsoft Office programs including Word, Excel, PowerPoint, Outlook, InternetPrevious experience with Concur, Ariba and Elance, strongly preferredInput to changes in work processes and work flow is often requiredStrong ability to support and adapt to changes within the organizationSets a positive example for other administrative assistants within the groupStrong 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