Executive Assistant - Ophthalmology
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The incumbent provides high-level administrative support to the Ophthalmology Disease Head and provide operational support to the Department in Cambridge, MA. There is interaction with all levels of management in NIBR and other Novartis companies, interaction with external academic scientists and practicing physicians throughout the world, and interaction with staff at a local hospital and universities. The incumbent must represent the department and the supervisor in a professional, polished, and mature manner with tact, diplomacy, discretion, and good judgment.
The incumbent must manage concurrent assignments with competing priorities in an intermittently fast-paced environment, including:
•Managing the supervisor’s calendar, including finding, preparing, organizing, printing, and collating documents and other background information in advance of meetings;
•Coordinating and scheduling domestic and international travel for the Global Head plus other directors in the department
•Planning and coordinating onsite and offsite events and meetings within a budget, including organizing internal and external global meetings, videos, and conference calls;
•Organizing the schedules of visits from internal associates, visits from Novartis associates from other sites in the US or from outside the US, visits from external scientists, guest speakers, and consultants, visits from patients, and visits from the public, also serving as the point person who greets the visitors and monitors their time and assists in logistical details;
•Preparing and submitting expense reports and monitoring approval flows relating to travel and other expenses of the supervisor and other directors as well as for invited speakers and consultants;
•Organizing the schedules of job candidates interviewing for positions in the department;
•Processing incoming and outgoing mail and approvals;
•Preparing and attending meetings, including taking meeting minutes, distributing them in a timely manner, and keeping action items updated;
•Administering SharePoint sites; maintenance of Org charts, and other internal databases (Timecard, Persilog, HRCore, REFs)
The Novartis Group of Companies are Equal Opportunity Employers and take pride in maintaining a diverse environment. We do not discriminate in recruitment, hiring, training, promotion or any other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status.
•5 years of experience in providing administrative professional support to executive-level managers, with preference for experience in a pharmaceutical company.
•A college education (associate’s or bachelor’s degree or equivalent experience).
•Friendly interpersonal and communication skills including a sound command of verbal and written English, particularly an ability to write and to proofread email messages and other documents for grammar, spelling, and stylistic mistakes.
•Ability to discretely handle and not to compromise confidential and sensitive information, including personnel issues, trade secrets, sensitive negotiations with external parties, patient information, and legal documents.
•Proficiency with Word, Outlook, Excel, PowerPoint, and SharePoint, and a general facility for information technology and for learning new software.
•Strong organizational and time-management skills, with an attention to detail.
•Sense of humor, a flexible nature, a respect for the diversity inherent in colleagues, visitors, and patients, and an eagerness to learn new things.
•Ability to handle the stress involved in managing complicated schedules for an executive in a complex environment with frequently required changes and adjustments, including the ability to prioritize and handle multiple tasks in a timely fashion.
•Disposition favorable to collaborative, team-oriented work culture.
•Self-motivated and resourceful personality that searches for ways to anticipate needs and to conceive of alternatives and potential solutions to occasionally difficult and sometimes changing scheduling, interpersonal, and travel needs.
•Excellent administrative skills including thorough knowledge of standard office procedures and protocols.
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