Administrative Assistant (60-80%) – Corporate Functions Legal Team

Job Description Summary

We are seeking a collaborative, proactive and dynamic Administrative Assistant to join our Corporate Legal Functions Team at Novartis. The ideal candidate will have strong organizational and project management skills (including vendor management and corporate projects) as well as excellent calendar management abilities. Agility, the will to collaborate efficiently and a strong service mentality are key to succeeding in this role.

Job Description

Key Responsibilities:

• Provide comprehensive and high-quality administrative support to the Corporate Legal Functions Team, ensuring smooth day-to-day operations and timely completion of deliverables.
• Collaborate to handle vendor management, including onboarding and liaising with external vendors and managing the respective contracts and support corporate housekeeping activities.
• Assist in drafting corporate publications (incl. annual report)
• Manage complex calendars, scheduling meetings, and coordinating appointments, handle travel arrangements, including booking flights, accommodations and transportation and prepare and process expense reports, ensuring accuracy and compliance with company policies.
• Organize and execute corporate team events.
• Provide budget assistance, including regular overviews.
• Assist in the preparation of the Annual General Meeting of Novartis from an administrative point of view.
• Support the preparation of legal documents, contracts, and presentations.
• Maintain organized and up-to-date filing systems for legal and corporate records.
• Proactively improve processes and procedures in a continuous manner.

Qualifications:

• Law degree candidates, commercial apprenticeship or executive assistant .
• Experience in an administrative role is not a pre-requisite. Application by law students is welcomed.
• Strong project management skills, including experience with vendor, travel and calendar management abilities.
• Proactive, friendly, efficient, and customer-focused, with the ability to work under pressure and meet tight deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Agility, strong organizational and multitasking abilities with exceptional attention to detail.
• Excellent written and verbal communication skills in English and German.
• Ability to maintain confidentiality and handle sensitive information.

Why Join Us?

• Be a key contributor to a dynamic and fast-paced Corporate Functions Legal team.
• Gain first-hand experience in the legal function of a healthcare leader and experience in project management, vendor management, and travel management.
• Work in a collaborative and professional environment.

You’ll receive:

You can find everything you need to know about our benefits and rewards in the Novartis Life Handbook. Thrive Together (novartis.com)

Commitment to Diversity & Inclusion:

Novartis is committed to building an outstanding, inclusive work environment and diverse teams representative of the patients and communities we serve.

Accessibility and accommodation:

Novartis is committed to working with and providing reasonable accommodation to all individuals. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the recruitment process, or in order to receive more detailed information about the essential functions of a position, please send an e-mail to [email protected] and let us know the nature of your request and your contact information. Please include the job requisition number in your message.

Skills Desired