Administrative Assistant - Virginia

About the Department
For more than 100 years, Novo Nordisk has been tackling the unmet medical needs of people living with serious chronic diseases, such as diabetes & obesity. Being part of Novo Nordisk allows our employees to embark on the opportunity to help improve the quality of life for millions of people around the world.
Our new Petersburg, Virginia site marks a strategic move to advance our capabilities in Emerging Technologies (ET) within Chemical API development and production. The highly experienced site is designed to strengthen and accelerate our Small Molecule (SMOL) strategy while amplifying our operational capacity. This is to safeguard and support ET's SMOL projects in the coming years, aligning with our vision and strengthening our potential for growth and innovation.
What we offer you:

• Leading pay and annual performance bonus for all positions
• All employees enjoy generous paid time off including 14 paid holidays
• Health Insurance, Dental Insurance, Vision Insurance - effective day one
• Guaranteed 8% 401K contribution plus individual company match option
• Family Focused Benefits including 14 weeks paid parental & 6 weeks paid family medical leave
• Free access to Novo Nordisk-marketed pharmaceutical products
• Tuition Assistance
• Life & Disability Insurance
• Employee Referral Awards

At Novo Nordisk, you will find opportunities, resources, and mentorship to help grow and build your career. Are you ready to realize your potential? Join Team Novo Nordisk and help us make what matters.
The Position
This role is primarily responsible for administrative support to the Senior Leader in assigned department and may be required to administratively support Senior Leaders in other departments.
Relationships
Reports to Senior Manager or Director.
Essential Functions

• Manage calendar/schedule, anticipate needs & effectively manage day-to-day activities while meeting the needs of the customer & working across global time-zones
• Provide structure and follow-up of budget, office supply monitoring, and execute general administrative tasks for the department
• Assist managers with meeting and event planning for on-site, off-site and virtual a required, to include assisting with travel plans and logistics as necessary, manage the agenda, logistics, presentations, coordinate output & actions, catering & off-site dinners
• Perform a wide range of administrative duties highly confidential in nature requiring excellent interpersonal skills
• Exercise excellent communication skills to represent department; draft executive communications to ensure departmental employees & high-level stakeholders/customers are well informed of new team member announcements, statuses of initiatives & activities
• Ensure the department SharePoint/Teams site is up to date
• Own/lead projects assigned by department Senior Leader, to include managing project flow process from origination through completion within the defined scope, cost & time constraints
• Data collection, analysis & trend reporting on Key Performance Indicators or other activities based on assigned department/area
• Prepare and submit expense reports on behalf of department management in compliance with NN policies
• Ownership of purchase orders for department specific expenses i.e., events, coaching, training, equipment, etc.
• Prepare and deliver timely, well-organized & informative financial data via SAP reports
• Monitor budget by tracking overall organizational spend; contribute accurate information & projections for annual budgeting process
• Support New Hire Onboarding activities for newly hired department employees, to include contingent workers: ensuring initials have been assigned to support system access requests, set-up of workspace (desk, phone, required IT equipment), welcoming new employee/contingent worker & other related support as needed
• Manage & coordinate complex travel arrangements & itineraries in alignment with company travel policies, while ensuring flights, accommodations, ground and/or rental transportation are reserved
• Partner and collaborate closely with local & global colleagues
• Champion the Novo Nordisk Way
• Set up and maintain 5S standards for documentation, admin & storage areas
• Suggests and implements process improvement & standardization updates
• Follow all safety and environmental requirements in the performance of duties
• Other duties as assigned

Physical Requirements
Ability to work in an open office environment with the possibility of frequent distraction. Ability to travel up to 10% of the time.
Qualifications

• Associate's Degree in related field of study from an accredited university with a minimum four (4) years of relevant experience in administrative, project and/or financial support required, preferably in a pharmaceutical environment
• In lieu of Associate's Degree + four (4) years of experience, may consider a High School Diploma or equivalent with a minimum six (6) years of relevant experience in administrative, project and/or financial support required, preferably in a pharmaceutical environment
• Strong knowledge & experience using Microsoft Office applications including Word, Excel, PowerPoint & Outlook required
• Ability to problem solve & navigate complex assignments required
• Familiarity with SAP preferred
• Demonstrated excellent organizational & planning skills; attention to detail required
• Builds strong working relationships within department & with other departments. Able to work as part of a collaborative team required
• Actively participates in process/team activities, supports & appreciates ideas/actions of others & uses appreciative feedback style to coach others in how to "make their idea even better" required
• Demonstrates behaviors consistent with "for me to win the team must win" beliefs required
• Quickly flexes to changes in roles & responsibilities, environments & business needs with grace & ease preferred
• Understands who the customer (internal/external) is, understands the customers' requirements, prioritizes work and develops processes that generate services to support the customers' needs preferred
• Demonstrates a disciplined approach to problem solving that is based on data & facts preferred

We commit to an inclusive recruitment process and equality of opportunity for all our job applicants.
At Novo Nordisk we recognize that it is no longer good enough to aspire to be the best company in the world. We need to aspire to be the best company for the world and we know that this is only possible with talented employees with diverse perspectives, backgrounds and cultures. We are therefore committed to creating an inclusive culture that celebrates the diversity of our employees, the patients we serve and communities we operate in. Together, we're life changing.
Novo Nordisk is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, ethnicity, color, religion, sex, gender identity, sexual orientation, national origin, disability, protected veteran status or any other characteristic protected by local, state or federal laws, rules or regulations.
If you are interested in applying to Novo Nordisk and need special assistance or an accommodation to apply, please call us at 1-855-411-5290. This contact is for accommodation requests only and cannot be used to inquire about the status of applications.