Administrative Assistant

Novartis este unul dintre liderii din industria medicala la nivel global si un angajator important, cu peste 120.000 de angajati. Compania are sediul central in Basel, Elvetia si ofera solutii inovatoare pentru nevoile, in continua crestere, ale pacientilor din intreaga lume. Produsele companiei sunt disponibile in peste 180 de tari la nivel mondial.

This is a 2 years, determined contract.
Job purpose:
The person will ensure administrative support for assigned team. He/she will manage internal and external communication with other departments and their members, suppliers and other third parties involved in the current activity. Our new colleague will support the team to stay focused on external stakeholders by optimizing and fulfilling all internal and external administrative requirements.

•Checks, submits in system, follows-up with respective functions during approval process and monitors the submitted documentation in compliance with internal compliance procedures;
•Checks, records, follows-up with owners and tracks contracts and other documents internally registered for assigned franchise, to make sure on-time completion of necessary documents prior to external events;
•Represents single point of contact for specialized service companies and organizes, together with such companies, participation of Novartis (employees and invitees) at internal and external scientific events.
•On time and prompt flagging of potential delays or challenges to the direct manager.
•Monitors costs related to organization of events and informs relevant functions;
•Is responsible for organization of transport for the participants at events.
•Collects, registers and distributes invoices to respective functions; prepares the documentation necessary for the payment of providers, in compliance with the internal procedures; Performs daily updates of orders in SAP;
•Schedules and organizes meetings; prepares the locations for meetings; ensures the necessary supplies; receives the invitees / visitors / collaborators.
•Is in charge of minutes of the meetings.

The ideal candidate should be a University graduate, with a very good knowledge of English (written & spoken). Also, good planning and organizing skills are as important as good communication skills.