Band

Level 1

Job Description Summary

#LI-Onsite

This position will be located at East Hanover HQ and will not have the ability to be located remotely. This position will require 10% travel as defined by business (domestic and/ or international).

Novartis is unable to offer relocation support for this role: please only apply if this location is accessible to you.

Company will not sponsor visas for this position.

We are seeking a trusted and highly experienced Administrative Assistant who thrives on creating clarity, momentum, and impact for senior leaders. This individual will serve as a strategic partner, bringing sound judgment, discretion, business acumen, and exceptional organizational skills to support executive priorities and strengthen leadership team effectiveness. Success in this role requires the ability to anticipate needs, navigate complexity with confidence, embrace digital and AI-enabled ways of working, and build strong relationships across a diverse group of stakeholders. As a valued extension of the executive office, this person will help drive seamless execution, thoughtful prioritization, and meaningful business outcomes.

Job Description

Key Responsibilities:

• Serve as a trusted partner to senior leaders by proactively managing priorities, optimizing calendars, coordinating complex meetings, and ensuring focus on the highest-value business outcomes.
• Build strong relationships across internal and external stakeholder networks, fostering collaboration, alignment, and seamless execution across teams and functions.
• Leverage digital tools, emerging technologies, and AI-enabled workflows to enhance productivity, streamline processes, improve information quality, and support modern ways of working.
• Draft, prioritize, and manage executive communication with professionalism, sound judgment, and discretion, handling highly confidential and sensitive information with the utmost care.
• Coordinate complex domestic and international travel, conferences, and executive engagements, ensuring thoughtful planning, operational excellence, and executive readiness.
• Oversee key business operations including expense management, purchasing processes, invoicing, administrative controls, and policy-compliant documentation to support efficient day-to-day execution.
• Lead the planning and delivery of high-quality meetings, leadership events, and stakeholder experiences by managing logistics, conference support, catering, registration, and visitor coordination.
• Create, maintain, and continuously improve digital systems, SharePoint sites, filing structures, distribution lists, and other resources that strengthen organization, communication, and knowledge management.
• Serve as a trusted resource and role model within the administrative community by sharing best practices, supporting leadership initiatives, and contributing to a culture of collaboration and excellence.
• Demonstrate exceptional judgment, adaptability, and operational rigor while managing competing priorities, navigating ambiguity, and consistently delivering high-quality results in a fast-paced executive environment.

Essential Requirements:

• Bachelor6s degree required from 4-year college or university.
• 5+ years6 experience providing executive-level administrative support within a complex, fast-paced organization, with a track record of enabling senior leaders and leadership teams to operate effectively and efficiently.
• Exceptional relationship-building, communication, and stakeholder management skills, with the ability to establish trust, influence through collaboration, and work confidently across all levels of the organization.
• Demonstrated ability to anticipate needs, navigate ambiguity, manage competing priorities, and consistently deliver high-quality results with minimal direction.
• Advanced organizational and operational management capabilities, including experience coordinating complex calendars, executive travel, meetings, business operations, and administrative processes.
• Strong business acumen, executive presence, and sound judgment, with the ability to manage highly confidential information with professionalism, integrity, and discretion.
• Strong digital fluency, including advanced proficiency with Microsoft 365, SharePoint, enterprise business systems, and emerging AI-enabled tools that enhance productivity and modern ways of working.
• A collaborative, service-oriented mindset with the flexibility to support evolving business needs, contribute to leadership initiatives, foster strong partnerships across administrative networks, and help create a positive, high-performing workplace culture.

Novartis Compensation Summary:

The salary for this position is expected to range between $63,600 and $118,200 per year.

The final salary offered is determined based on factors like, but not limited to, relevant skills and experience, and upon joining Novartis will be reviewed periodically. Novartis may change the published salary range based on company and market factors.

Your compensation will include a performance-based cash incentive and, depending on the level of the role, eligibility to be considered for annual equity awards.

US-based eligible employees will receive a comprehensive benefits package that includes health, life and disability benefits, a 401(k) with company contribution and match, and a variety of other benefits. In addition, employees are eligible for a generous time off package including vacation, personal days, holidays and other leaves.

Salary Range

$63,600.00 - $118,200.00

Skills Desired

Communication, Data Entry, Diversity Management, Legal Documents Preparation, Microsoft Office, Office Equipment, Office Management, Scheduling, Teamwork, Time Management