Executive Assistant to the Institute Director of GNF / Novartis

Industry: Pharmaceuticals & Biotech


5 - 7 years

Posted 50 days ago

Job DescriptionThe incumbent provides high-level administrative support to the Institute Director of the Genomics Institute of the Novartis Research Foundation (GNF), located in La Jolla, California. There is interaction with all levels of management at GNF and across Novartis, including the Executive Committee of GNF, the GNF Board of Directors, and external partners of GNF in both academia and industry. The incumbent also provides administrative support to the Head of Translational Research and Director of Program Management, both of who report to the Institute Director. The incumbent must represent the Institute Director and the Institute as a whole in a professional, polished, and mature manner with tact, diplomacy, discretion, and good judgment.

The incumbent must manage concurrent assignments with competing priorities in a fast-paced environment, including:
• Managing the calendar of the Institute Director and Head of Translational Research, including finding, organizing, and preparing documents and other background information in advance of meetings;
• Coordinating and scheduling domestic and international travel for the Institute Director and Head of Translational Research;
• Planning and coordinating onsite and offsite meetings and special events within a budget, including organizing internal and external global meetings, teleconferences, and videoconferences;
• Organizing the schedule for visits by Novartis associates, external scientists, guest speakers, consultants, government officials, and members of the public, serving as the point person who greets the visitors and assists with logistical details;
• Preparing and submitting expense reports and monitoring approval flows relating to travel and other expenses of the Institute Director and Head of Translational Research, as well as for invited speakers and consultants;
• Organizing the schedules of job candidates interviewing for senior-level positions at the Institute;
• Processing incoming and outgoing mail and approvals;
• Preparing and attending meetings, including taking minutes, distributing them in a timely manner, and updating action items;
• Administering SharePoint sites and other electronic repositories;
• Handling occasional personal appointments for the supervisor;
• Ad hoc projects as needed.

EEO Statement

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 protectedstatus.

Minimum requirements

• 5+ years of experience in providing executive-level professional administrative support, with preference for experience in a biotechnology or pharmaceutical company;
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 emailmessages and other documents for grammar, spelling, and stylistic mistakes;
• Ability to handle confidential and sensitive information discretely and without compromise, including personnel issues, trade secrets, sensitive negotiations with external parties, patient information, and legal documents;
• Ability to create and format a wide variety of electronic documents, ranging from routine letters and memos to complex agendas, reports, and Board of Directors materials; demonstrated proficiency with advanced document formatting using Microsoft Word, Excel, and PowerPoint;
• Strong organizational and time-management skills, with an attention to detail;
• Sense of humor, flexible nature, respect for the diversity inherent in colleagues and visitors, and eagerness to learn;
• Ability to handle the stress involved in managing complicated schedules for an executive in a complex environment with frequently changing requirements, including the ability to prioritize and handle multiple tasks in a timely fashion;
• Personal disposition favorable to a collaborative, team-oriented work culture;
• Self-motivated and resourceful personality that searches for ways to anticipate needs and to conceive of alternative solutions to occasionally difficult and changing scheduling, interpersonal, and travel needs;
• Excellent administrative skills, including thorough knowledge of standard office procedures and protocols.