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NKC Administrative Assistant

Posted on Mar 16, 2019 by Novartis

Dublin, Dublin Ireland
Logistics & Supply Chain
14 Mar 2019
Annual Salary
Title: Novartis Knowledge Centre, Administration Assistant, Dublin, Ireland Why Novartis 125,000 - The number of Novartis associates that our services reach! Consider the possibilities or reimagining the next generation of library, information and knowledge services. We have a vision of an unparralled global service with state of the art integrated solutions that support one of the world's leading Pharmaceutical companies on its journey to develop medicines with innovative approaches that will support our mission. Are you willing to explore what is possible and eager to have impact to drug discovery? Do you understand the sheer potential of how we use and distribute information, learn, assimilate and build knowledge? Do you want to be part of something new and different, developing core and new information services for Novartis? Then we need to hear from you. We are Novartis. Join us and help us reimagine medicine. Job purpose: This position provides administrative support to Novartis Knowledge Centre (NKC) Leadership Team supporting Basel, East Hanover and Cambridge. Key Responsibilities : • Responsible for scheduling international department meetings, regular leadership team activities and the annual face-to-face strategy meeting • Responsible for setting up local staff meetings including room booking, calendar invites and remote technology, visitor registration and catering services • Administrative functions surrounding Learning & Education Program, which includes administration of surveys and workflow tool • Archiving / contract processing for licenses • Invoice processing • Provide support for NKC punch-out catalogs for book / subscriptions, and handling of non-standard subscriptions, and standard orders • Attend management meetings, take and distribute meeting minutes as well as action items accordingly • Order and maintain office equipment and supplies for all sites • Organize, coordinate and facilitate senior leadership visits as necessary • Execute special projects and assignments independently • Create, prepare and revise presentations as well as department communication material • Calendar Management for the Department Head and selected direct reports • Coordinate and organize all travel arrangements (domestic and international), including passport/visa needs, transportation and expense re-port management for Department Head About Novartis: About the Novartis Global Service Centre in Dublin: The Novartis Global Service Center (NGSC), Dublin, was set up in 2013 and is located in a state-of-the-art facility on the Merrion Road in Ballsbridge. The center, one of five around the world, delivers a broad variety of services to the Novartis divisions and organizations worldwide. Services offered by the Dublin team include scientific and commercial services, IT, HR Operations and Procurement. There are currently several hundred associates employed at the site with 32 nationalities speaking 28 languages. Novartis is a world-leading healthcare company that provides innovative solutions to address the evolving needs of patients and societies. Novartis Group companies employ approximately 120,000 full-time-equivalent associates and its products are available in more than 180 countries around the world. Benefits of Working for Novartis: Competitive salary; Annual bonus Pension scheme; Share scheme Health insurance; 25 days annual leave Flexible working arrangements Subsidized dining facilities Employee recognition scheme 'I came for the job, I stay for the culture' #LI-NOV = Novartis Minimum requirements Requirements: • Professional personality with a "getting things done" attitude • Professional in Microsoft PowerPoint, Outlook, Word, MS • Bachelor Degree with 2+ years of Administrative experience • Must have experience working in multinational teams; i.e. sensitive of cultural differences and adaptable • Must have experience working in a global setup; i.e. comfortable with setting up video conferences, scheduling across multiple time zones • Fluent in English and German a plus (but not necessary to speak German) • Experience in pharmaceutical industry preferred (but not a requirement) • Project Management experience a plus • Experience in training administration a plus but not a requirement Novartis are an equal opportunities employer and welcome applications from all suitably qualified persons

Reference: 671584476