Administrative Expert

Location: Basel
Duration: until 31st December 2020

The Administrative Expert will be responsible for providing professional administrative support to the Digital Engagement Hub team members.

• Independently takes care of general administrative tasks and maintains the administrative processes, even in case of absence of the line manager/team members, including organizing all logistical aspects of meetings, preparation of pre-read and meeting materials, research and booking of complex travel arrangements, use of Novartis online tools, etc., and provides cover for fellow Administrative Associates.
• Fosters open communication with Group Digital Office (Executive Assistant to CDO ONEDigital Administrative Team)
• Supports on-boarding and off-boarding of team members
• Supports team members with meeting preparation, etc.
• Support external advisors, especially with regards to administrative matters
• Act as a professional partner to people within and outside the department
• Supports Deputizes EA to Hd of Next Gen Engagement for administrative tasks

Professional experience:
Commercial training (e.g. Swiss Association of Commercial Employees, busi-ness school) or equivalent (e.g. other vocational qualification, must have very good administrative skills/experience)
Advanced computer training, experience as professional assistant in various Divisions or Departments, interest in accounting, organizational talent
Languages: Excellent written and spoken English
Ideal experience: Minimum 2-3 years Personal Assistant, administrative, office management and/or project management experience in international environment required; excellent computer skills (MS office, preferably knowledge of databases and data maintenance); Used to work independently, effectively and proactively; excellent communication skills

Excellent administrative, organizational and management skills
Clear communication and writing skills delivered in a reliable and structured manner
Excellent computer skills and knowledge of job-relevant software, technical, and media resources
Ability to set priorities in accordance with objectives, working accurately and efficiently to handle several parallel tasks / projects at the same time
Strong familiarity with department’s services with ability to coordinate essential work processes

Explores new opportunities and contacts, embraces new ideas and approaches and adapts them to the requirements of own area of responsibility, and develops own professional skills by job-relevant training and continuous on the job learning
Must be able to work well with the Digital Engagement Hub as well as with other functions and Business Coordinators
Customer Focus:
Makes customers and their needs a priority in daily work and ensures good service by proactively seeing to achieve best possible customer satisfaction
Results Focus:
Maintains an overview of team needs and delivers effectively and timely results even when the workload is high
Problem Solving:
Supports and implements decisions aimed at achieving goals by preventing and removing obstacles to achieving goals and proactively seeing solutions
Must be able to communicate effectively to the Digital Engagement Hub Network and other functions