Administrative Professional

Job Description Summary

Job Description

Key Responsibilities:

• Coordinating all administrative support for the Global Head of OD and the Global Head of TM, as well as elements of support across their teams; supporting other team members for meetings/events, as well as coordinating projects as required
• Managing the calendars, including preparing, organizing, and collating documents and other background information in advance of meetings
• Coordinating and scheduling travel, as well as preparing, submitting and monitoring approval of expense reports
• Management of team meetings, and events e.g.Team offsites, including (where needed) taking meeting minutes and keeping action items updated, as well as Management of SharePoint, GMT distribution lists and Teams sites
• Handle the teams’ financial management, through maintenance of the budgets for OD and TM departments, creating and managing all Purchase Orders, management of POs and Invoicing, and creating and managing contracts for 3rd party contractors and consultants, in partnership with Procurement teams
• Prepare and edit correspondence, communications, announcements, presentations and other documents as required,
• Collaboration with Talent & Transformation Administrative team; and other Executive and Administrative teams across Novartis

Essential Requirements:

• Excellent administrative skills including thorough knowledge of standard office procedures and protocol, with the ability to discretely handle and not to compromise confidential and sensitive information
• Language proficiency (fluent English, both written and verbal, additional knowledge of German is an advantage),
• proficiency with Word, Outlook, Excel, PowerPoint, and SharePoint, and a general facility for information technology and for learning new software.
• Experience with internal tools like Req to Pay, Concur etc. and to conceive of alternatives and potential solutions to occasionally difficult and sometimes changing scheduling, interpersonal, and travel needs
• Strong organizational and time-management skills, with great attention to detail and quality, accompanied with excellent communication skills
• Ability to manage complicated schedules in a complex environment with frequently required changes and adjustments, including the ability to prioritize and handle multiple tasks in a timely fashion
• Self-motivated and resourceful personality that searches for ways to anticipate needs

Benefits & Rewards

Czech Republic:

Monthly pension contribution matching your individual contribution up to 3% of your gross monthly base salary; Risk Life Insurance (full cost covered by Novartis); 5-week holiday per year; (1 week above the Labour Law requirement); 4 paid sick days within one calendar year in case of absence due to sickness without a medical sickness report; Cafeteria employee benefit program – choice of benefits from Benefit Plus Cafeteria in the amount of 17,500 CZK per year; Meal vouchers in amount of 105 CZK for each working day (full tax covered by company); Public transportation allowance; MultiSport Card, 
Employee Share Purchase Plan. Find out more about Novartis Business Services:  https://www.novartis.cz/

Slovenia:

English:
Competitive salary, annual bonus, flexible working schedule, tailored to your needs, possibility to work from home, pension scheme, employee recognition scheme, expanded program for the promotion of health in the field of physical, mental and social well-being (Energized for Life), employment at Top SI 
Employer, unlimited learning and development opportunities.

Slovene:
Konkurenčen plačni paket, letni bonus, fleksibilen način dela, z možnostjo prilagajanja urnika in delom od doma, zaposlitev v podjetju s certifikatom TOP Employer, pokojninsko shemo, shemo nagrajevanja in priznanja dosežkov, razširjeni program promocije zdravja na področju telesnega, duševnega in
družbenega počutja (Polni življenja) ter dogodki in neomejene priložnosti za učenje in razvoj.

Commitment to Diversity and Inclusion / EEO paragraph

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

(*Note: different wording for US (auto populated in Workday for US, no need to copy/paste), Germany Pharma and South Korea. Find the wording in the Job posting guidelines.)

Accessibility and Accommodation:

Czech Republic

Accessibility and accommodation

Novartis is committed to working with and providing reasonable accommodation to all

individuals. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the recruitment process, or in order to receive more detailed information about the essential functions of a position, please send an e-mail to di.cz@novartis.com and let us know the nature of your request and your contact information. Please include the job requisition number in your message.

Slovenia

Accessibility and accommodation

Novartis is 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 recruitment process, or in order to perform the essential functions of a position, please send an e-mail to diversity.inclusion_slo@novartis.com and let us know the nature of your request and your contact information. Please include the job requisition number in your message.

Dostop in prilagoditve V Novartisu si prizadevamo k vključenosti oseb z invalidnostjo in zagotavljanju ustreznih prilagoditev delovnega okolja posameznikom z omejitvami. V kolikor zaradi bolezni ali invalidnosti potrebujete ustrezne prilagoditve v kateremkoli delu selekcijskega procesa oziroma potrebujete prilagoditve pri izvajanju osnovnih nalog na delovnem mestu, nam pišite na naslov diversity.inclusion_slo@novartis.com in navedite, kakšne prilagoditve potrebujete ter vaše kontaktne podatke. Prosimo, vključite tudi podatek o številki razpisa, na katerega se prijavljate.

Austria:

Adjustments for Applicants with Disabilities: If because of a medical condition, physical disability or a neurodiverse condition you require an adjustment during the recruitment process, please reach out to disabilities.austria@novartis.com and let us know the nature of your request as well as your contact information. The support which we can provide will include advice on suitable positions as well as guidance at all stages of the application process. Austrian law provides candidates the opportunity to involve the local disability representative, Behindertenvertrauensperson (BVP), in the application process. If you would like to request this, please let us know in advance as a note on your CV.

Unterstützungen für BewerberInnen mit Behinderungen

Wenn Sie aufgrund einer Erkrankung, einer körperlichen Behinderung oder eines neurodiversen Zustandes eine Unterstützung bei unterschiedlichen Teilen des Rekrutierungsprozesses benötigen, wenden Sie sich bitte an disabilities.austria@novartis.com und teilen Sie uns die Art Ihrer Anfrage sowie Ihre Kontaktinformationen mit. Unsere Unterstützung umfasst die Beratung zu geeigneten Positionen sowie die Begleitung bei allen Phasen des Bewerbungsprozesses. Das österreichische Gesetz sieht die Möglichkeit vor, die örtliche Behindertenvertrauensperson (BVP) in das Bewerbungsverfahren einzubeziehen. Wenn Sie dies wünschen, teilen Sie uns dies bitte vorab als Vermerk in Ihrem Lebenslauf mit.

Skills Desired