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.

MAJOR ACCOUNTABILITIES
• 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

EDUCATION / EXPERIENCE
Education
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

PROFESSIONAL COMPETENCIES
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

CORE COMPETENCIES
Innovation:
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
Collaboration:
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
Communication:
Must be able to communicate effectively to the Digital Engagement Hub Network and other functions