Job ID
REQ-10057177
Jul 24, 2025
Switzerland
Summary
The role involves the independent delivery of comprehensive executive administrative and operational services for the Global Corporate Communications organization. The successful candidate will proactively manage multiple priorities while handling time-sensitive demands with discretion and confidentiality.
About the Role
Key Responsibilities:
- Efficiently manage calendars, including scheduling and prioritizing appointments while anticipating conflicts in advance.
- Arrange business travel and coordinate all logistics smoothly.
- Read, archive, and summarize emails for the line manager, triaging incoming messages at least three times daily.
- Process purchase orders and invoices while ensuring adherence to company policy.
- Maintain distribution lists and Teams channels for the Corporate Communications organization.
- Ensure a seamless onboarding experience for new leadership team members.
- Welcome key members of the Swiss and global press, managing visitor arrangements from beginning to end.
- Proactively manage the meeting schedule when the leader is in the office, ensuring all pre-read materials are prepared and technology is set up.
- Coordinate Leadership Team meetings and Corporate Communications town halls, overseeing logistics and summarizing meeting minutes and action items.
- Devise operational solutions that enhance team efficiency, including meeting agendas and project trackers, utilizing AI tools as needed.
- Lead budget planning and oversight of Corporate Communications resources, ensuring alignment with financial priorities.
- Maintain the Corp Comms Novartis Hub team space, implementing creative initiatives to highlight team achievements.
- Gather feedback on the effectiveness of internal team conventions and initiatives.
- Act as a key contact for Corporate Communications culture initiatives, including organizing social events and gatherings.
Essential Requirements:
- Significant experience as an executive administrative assistant in a cross-cultural environment, preferably within Novartis or a similarly complex organization.
- Proven expertise in managing complex calendars and travel arrangements.
- Experience working with Executive Committee Leadership (ECN) and building strong relationships with executive assistants.
- Exceptional organizational and time management skills with the ability to work effectively under pressure.
- Strong written and verbal communication skills in English and German.
- Financial budget planning experience.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, Copilot, Chat GPT, and other AI tools).
- Ability to handle confidential information with the utmost discretion.
- Strong problem-solving skills and the capability to work independently.
- High attention to detail and accuracy.
Benefits and Rewards:
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Commitment to Diversity & Inclusion:
We are dedicated to fostering an outstanding, inclusive work environment and building diverse teams that reflect the patients and communities we serve.
Accessibility and Accommodation:
Novartis is committed to providing reasonable accommodations for individuals with medical conditions or disabilities. For accommodation requests during the recruitment process, please contact us at inclusion.switzerland@novartis.com with your contact information and the nature of your request, referencing the job requisition number.
Why Novartis?
Helping people impacted by disease requires more than innovative science; it takes a community of passionate individuals like you. Join us in collaborating, inspiring, and achieving breakthroughs that transform patients' lives. Discover More
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How to Apply:
Apply online using the form below. Please note that only applications matching the job profile will be considered.
Division
Corporate Affairs
Business Unit
Universal Hierarchy Node
Location
Switzerland
Site
Basel (City)
Company / Legal Entity
C028 (FCRS = CH028) Novartis Pharma AG
Functional Area
Facilities & Administration
Job Type
Full time
Employment Type
Regular
Shift Work
No
Novartis is committed to building an outstanding, inclusive work environment and diverse teams that reflect the patients and communities we serve.