Administrative Expert, Clinical Sciences & Innovation

Job description

Job Description

You will support the Clinical Sciences Global Operations Head and Basel management team (6 in Switzerland, 4 in the US, 1 in Japan), also providing ad-hoc support to their teams. Your work will cover the full range of senior and team administrative tasks and you’ll have an important role towards enabling the group’s efficiency and effectiveness.

Clinical Sciences & Innovation (CS&I) is a global team of Clinical Scientists and support functions within Novartis Institutes for BioMedical Research (NIBR) that plan and manage early phase clinical trials worldwide that profile safety, tolerability, the interaction of the drug with the body and early proof of efficacy in healthy volunteers and patients. CS&I is part of Translational Medicine, a global team of Physicians and Scientists that take drug discoveries into clinical patient studies and onwards.

Your role will include:
• General administrative support such as complex calendar management, organizing internal/external local and global meetings, international travel booking and expense management, invoices, e-filing, meeting agendas/ minutes/ technology, organisation charts
• Lead compliance activities for the global CS&I group (approx. 192 employees) including updated job descriptions, employee business CVs and similar important tasks for Good Clinical Practice global administrative requirements
• Organize international workshops and external Investigator meetings
• Consolidate local / international department data and create / finalize PowerPoint presentations for internal and external management meetings
• Work with existing and new technology & information systems such as web-enabled document sharing and clinical trials data, communication tools such as Skype for Business and Yammer, developing and delivering trainings. SharePoint administrator for CS&I Basel
• HR activities: Liaise with HR for employee data updates; organize internal and external candidate interviews and manage their interview day in close collaboration with candidates, Hiring Managers, interviewers and Novartis Talent Acquisition & Staffing. Onboard new hires including arranging welcome packages and introduction meetings, ordering office/IT equipment. Manage the offboarding of leavers
• Partner with Administrative Expert colleagues towards developing common best practice and a community of expertise. The global CS&I Administrative Expert team is 7 (2 Basel, 4 USA, 1 China) within a global Translational Medicine Administrative group of 22. NIBR Basel has a community of approximately 37 Administrative Experts
• Take initiative, be flexible, embrace change, innovate, balance multiple complex tasks, use your 'can-do' solution-oriented approach and sense of humour to adapt and quickly deliver

Desired profile

Minimum requirements

• Bright and a quick thinker - preferably degree educated, otherwise high level of accomplishment at the education stage you finished
• Business-level written and spoken English. Additional German or French would be an advantage

Experience:
• Strong relevant experience within a large, international, multi-cultural, proactive environment as an Administrative Expert / team / office coordinator requiring considerable organisational skills
• Used to performing the broad range of tasks in this role description, particularly complex diary/meeting scheduling, working successfully with a diverse range of countries and teams of nationalities, backgrounds and styles
• Proven ability to multitask and deliver effectively a broad range of similar tasks; maintaining confidentiality with high levels of discretion and tact
• Excellent time management, prioritisation, planning, multi-tasking and influencing skills; used to working independently and taking a hands-on approach to issues through to resolution rather than only delegating to others
• Strong IT skills, particularly Microsoft Office and other business software applications; hardware such as teleconferencing, videoconferencing, projectors. Affinity for new software/hardware and a natural interest in leading introductions of those to your colleagues
• Sophisticated interpersonal skills: excellent communication skills with internal and external stakeholders. Open and friendly, sensitive to others, enthusiastic, curious, dynamic, creative, a good team colleague with high levels of flexibility, interested in the ideas and experiences of others, proactively approaching colleagues and growing your internal network
• A commercial approach - interested in the business you support. Used to coming up with new ideas and approaches and delivering results that are pragmatic and effective