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Executive Assistant / Coordinator

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Novartis

8d ago

  • Job
    Full-time
    Senior & Expert Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Hyderabad, +1

AI generated summary

  • You need a bachelor's degree, 5-10+ years experience, proficiency in English and MS Office, strong organizational and communication skills, discretion, problem-solving ability, and attention to detail.
  • You will manage calendars, coordinate travel, screen communications, prepare reports and meeting materials, support events, and handle confidential information with discretion.

Requirements

  • University education (minimum bachelor’s degree)
  • Proficiency in English
  • A minimum overall experience of 5-10+ years
  • Previous experience as an Executive Assistant, Personal Assistant or in a similar role is highly valued.
  • Proficiency in Microsoft Products including MS Office, MS Excel, MS PowerPoint, and MS Teams etc.
  • Experience of using tools like Concur will be a plus.
  • Remarkable organizational skills and efficient time management capabilities.
  • Exceptional verbal and written communication skills
  • The ability to handle confidential information with utmost discretion.
  • Strong problem-solving skills and the ability to take decisions under pressure.
  • Proven ability to multi-task and balance priorities in a fast-paced environment.
  • Good inter-personal skills to build and maintain professional relationships.
  • Attention to detail and a high level of precision in all tasks.

Responsibilities

  • Calendar Management, Organizing and scheduling meetings and appointments.
  • Maintaining accuracy and timeliness of the leader’s calendar, resolving any scheduling conflicts.
  • Acting as the primary communication link between the leader and internal as well as external stakeholders.
  • Coordinating travel plans, including itineraries, accommodations, and transportation.
  • Screening and prioritizing emails, and various other forms of communication.
  • Preparing travel expense reports and ensuring their prompt reimbursement.
  • Support leadership team visits and other functional events.
  • Assisting with the planning, organization, and execution of special projects and events.
  • Preparing meeting agendas, collecting briefing materials, and documenting meeting minutes
  • Following up on action points noted during meetings
  • Handling confidential documents and sensitive information with utmost discretion.

FAQs

What is the main responsibility of the Executive Assistant supporting the Novartis Leadership team?

The main responsibility is to deliver critical administrative assistance to ensure the leader's operation and management tasks are efficiently scheduled and executed, while managing sensitive information and acting as an intermediary between leadership and various stakeholders.

What kind of experience is required for this role?

A minimum overall experience of 5-10+ years is required, with previous experience as an Executive Assistant, Personal Assistant, or in a similar role highly valued.

What qualifications are needed for this position?

A minimum of a bachelor's degree is required, along with proficiency in English.

What skills are essential for the Executive Assistant position?

Essential skills include strong organizational skills, efficient time management, exceptional verbal and written communication, problem-solving capabilities, and the ability to handle confidential information with discretion.

Is prior experience with Microsoft products necessary?

Yes, proficiency in Microsoft Products including MS Office, MS Excel, MS PowerPoint, and MS Teams is required.

Will the Executive Assistant be involved in travel coordination?

Yes, the Executive Assistant will coordinate travel plans, including itineraries, accommodations, and transportation.

What is the company's stance on diversity and inclusion?

Novartis is committed to building an outstanding, inclusive work environment and diverse teams that represent the patients and communities they serve.

Are accommodations available for individuals with disabilities during the recruitment process?

Yes, Novartis is committed to providing reasonable accommodations for individuals with disabilities. Candidates should reach out via email with their requests and contact information.

What kind of tasks will the Executive Assistant handle in terms of meetings?

The Executive Assistant will prepare meeting agendas, collect briefing materials, document meeting minutes, and follow up on action points noted during meetings.

Where is the location of the Executive Assistant position?

The position is located in Hyderabad, India at the Novartis Healthcare Private Limited office.

Science & Healthcare
Industry
10,001+
Employees

Mission & Purpose

Novartis is reimagining medicine to improve and extend people’s lives. As a leading global medicines company, we use innovative science and digital technologies to create transformative treatments in areas of great medical need. In our quest to find new medicines, we consistently rank among the world’s top companies investing in research and development. Novartis products reach nearly 800 million people globally and we are finding innovative ways to expand access to our latest treatments. Around 108,000 people of more than 140 nationalities work at Novartis around the world.

Culture & Values

  • Inspired

    Engage our people. Strive for patients. Live our purpose

  • Curious

    Learn. Be open. Be self-aware

  • Unbossed

    Create clarity. Serve others. Own your actions

  • Integrity

    Be honest. Have courage. Do what’s right