Admin. Asst. / Specialist

Senior Administrative Assistant Hanover, NJDescription: Hybrid- 3 days onsite at Hanover, NJSenior (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+ yearsEducation Required: Bachelors degreeLanguages: 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 playerMajor Activities: Provides administrative support to clinical trial teams, which can include:Scheduling/arranging meetingsManaging complex calendarsProcessing of purchase orders and receipt of invoicesOrganizing and maintaining global travel arrangementsProcessing expenses via ConcurDepartment ordering (business cards, hardware/software, supplies, etc.)Critically reviewing and proofing documentsOwning, updating and maintaining distribution listsTimeSheet Coordinator responsibilitiesProcessing catering requestsCreating requisitions for departmental new hiresScheduling interviews and onboarding new hiresRegistering, receiving and referring visitorsAll facets of booking video and conference rooms globallyFacilitates communication between Novartis and vendors by initiating conference calls/meetingsHandles confidential information and communications with all levels of management in a professional mannerActs as liaison across departments and line functions to ensure proper communications/reporting practicesInteracts with internal and external sources, often at the sr.