Senior Administrative Assistant

Job Description Summary

Job Description

Key Responsibilities: 

• Coordinate executive calendars, meetings, interviews, and leadership engagements, ensuring alignment with key business priorities.  

• Manage complex domestic and international travel, including visas, conferences, and executive readiness requirements.  

• Build and maintain strong relationships with senior internal and external stakeholders to facilitate collaboration and issue resolution.  

• Leverage AI-enabled tools and digital workflows to enhance productivity, streamline processes, and improve information management.  

• Draft, prioritize, and manage executive communications with discretion, confidentiality, and sound judgment.  

• Oversee expense reporting, purchase orders, invoicing, R2P processes, and administrative controls to support efficient operations.  

• Maintain and optimize digital systems, including SharePoint, OneDrive, filing structures, distribution lists, and business documentation.  

• Plan and execute meetings, conferences, leadership events, visitor management, and related logistics to deliver a seamless stakeholder experience.  

• Provide backup support for executive administration functions and serve as a trusted resource on policies, procedures, and organizational processes.  

• Demonstrate operational excellence through accuracy, responsiveness, effective prioritization, and consistent delivery in a fast-paced executive environment. 

Essential Requirements:  

• Education: Associate’s degree, Bachelor’s degree, or equivalent experience

• Minimum 5+ years of experience providing executive-level administrative support in complex, matrixed organizations.

• Proven ability to build trusted relationships, influence stakeholders, and work effectively across all organizational levels.

• Exceptional organization, prioritization, and time-management skills, with success in fast-paced, high-pressure environments.

• Extensive experience managing executive calendars, travel, expenses, purchase orders, and related business operations.

• Strong communication, professionalism, and executive presence when interacting with senior leaders and external stakeholders.

• Highly proactive, adaptable, and self-directed, with sound judgment, attention to detail, and the ability to manage confidential information.

• Advanced proficiency in MS365, SharePoint, Office applications, Concur, R2P, and AI-enabled productivity tools, with flexibility to provide executive coverage and operational support as needed.

Novartis Compensation Summary:

The salary for this position is expected to range between $63,600 - $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

EEO Statement:

The Novartis Group of Companies are Equal Opportunity Employers. We do not discriminate in recruitment, hiring, training, promotion or other employment practices for reasons of race, color, religion, sex, national origin, age, sexual orientation, gender identity or expression, marital or veteran status, disability, or any other legally protected status. 

Accessibility and reasonable accommodations

The Novartis Group of Companies are committed to working with and providing reasonable accommodation to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, or to perform the essential functions of a position, please send an e-mail to us.reasonableaccommodations@novartis.com or call +1(877)395-2339 and let us know the nature of your request and your contact information. Please include the job requisition number in your message.

Salary Range

Skills Desired