Executive Assistant to Head of Gma

Vor 2 Tagen

Basel, Schweiz Novartis Vollzeit

766 million That's how many patients' lives were touched by our products in 2021. At Novartis, we are reimagining medicine to improve and extend people's lives. We use innovative science and technology to address some of society's most challenging healthcare issues. We discover and develop breakthrough treatments and find new ways to deliver them to as many people as possible. How can we continue to advance our science to help even more patients in need? We believe the answers are found when curious, courageous, and collaborative people are empowered to ask new questions, make bolder decisions, and take smarter risks.

In our Global Medical Affairs department (GMA) we are looking for an experienced, highly professional and proactive Executive Assistant to Head of GMA, whose responsibilities will go way beyond regular admin tasks We are looking for ambitious, motivated and solution seeking individuals like you, who wish to further develop also in Project Management, along with excelling at every day administrative responsibilities and duties. In this role you will be responsible for managing complex administrative and organizational assignments (i.e. Planning, coordinating and communicating), principally in the global field. Additionally, you will take the lead in the planning and execution of all project activities related to reporting/tools and be responsible for enrollment and start up carried out for the office of the Global Medical Affairs Head. Join our team in GMA and you will be given lots of opportunities to show your strengths, project managing skills and experience professional growth

Major responsibilities:

- General administrative support: Deals with complex administrative and organizational assignments independently and takes care of general administrative tasks (e.g. dealing with and replying to correspondence, filing, appointment and deadline coordination for the department, database administration, arranging Global Head Medical Affairs travels & expenses, supervising relatively demanding processes, e.g. target/actual comparisons, budget, checking and assigning invoices, deputizing for administrative staff, preparing presentations after prior discussion of content, preparation and evaluation of statistics, meeting preparation [incl. diary] and taking minutes, maintenance of master calendar for Global Head Medical Affairs and OneMedical events).
- Interaction: Informs, advises and supports the team and associates from outside the team on processes, guidelines and services that are specific to the department. Accommodates customers’ specific needs. Is a professional partner to people within and outside the department
- Support preparation of team presentations, follow-up on key action items, and lead monthly MLTs and country/region reviews.
- Support leadership on budget and resource planning. In partnership with Finance coordinate the forecasting of team budgets (costs and headcount) for main planning cycles including Travel budget for Global Medical Affairs Head.
- Support Global Medical Affairs Head for resource forecasting and management for the Global Medical Team, including FTEs.
- Management of Global Head Medical Affairs and sharing platforms including co-ordination and management of communication and information sharing initiatives. Coordinates with the LT on regular communication plan (including newsletter templates, regular updates etc.). Coordinates SharePoint from set-up to maintenance of contents.
- Supports the Global Head Medical Affairs with setting up regular meetings, townhalls and face-to-face events. Deals with technical set-up of meetings (including VMR, Team, Webcast etc.)

**Commitment to Diversity & Inclusion**:

- Novartis is committed to building an outstanding, inclusive work environment and diverse teams representative of the patients and communities we serve._

**Minimum requirements**
- Commercial training (e.g. Swiss Association of Commercial Employees, business school) or equivalent (e.g. other vocational qualification, possible University graduate)
- Experience as Administrative Expert, Project Coordination and relevant additional career training
- Well-organized, excellent time management with respect to priorities and self-management; attention to detail
- Strong interpersonal skills and advanced team player with demonstrated ability to build collaborative relationships
- Ability to work in a global team environment, meet timelines and work independently
- Strong verbal and written communication and interpersonal skills
- Very good written and spoken English; knowledge of other languages an advantage

Join our Novartis Network:
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Why Novartis?

766 million lives were touched by Novartis medicines in 2021, and while we’re proud of this, we know there is so much more we c

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