Administrative Assistant – 3+ Years – Novartis, Hyderabad

Posted on September 15, 2008. Filed under: Hyderabad | Tags: , |

Novartis, Hyderabad


We want to discover, develop and successfully market innovative products to prevent and cure diseases, to ease suffering and to enhance the quality of life.


Novartis offers a wide range of healthcare products through our Pharmaceuticals, Vaccines and Diagnostics, Sandoz and Consumer Health Divisions.


Nearly 100 000 people are working at Novartis to help save lives and improve quality of life.


We operate in 140 countries, with our global headquarters in Basel, Switzerland.

Company history 

Novartis was created in 1996 through the merger of Ciba-Geigy and Sandoz.

Job Description : Administrative Assistant

Job ID 42698BR
Position Title Administrative Assistant
Division Pharmaceuticals
Business Unit General Medicines
Country India
Work Location India – Hyderabad
Company/Legal Entity India Novartis Healthcare Private Limited
Functional Area Marketing
Job Type Full Time
Employment Type Permanent
Job Description This position will have split duties. 75% of the time the Administrative Assistant will provide general secretarial and administrative support as needed, performing diverse duties such as:
• Schedule appointments and maintain calendars providing all needed meeting elements: conference room, teleconferencing/video conferencing, audio/visual, beverages/food, visitor clearance, providing attendees with directions to campus and process for entering the campus, etc. Review calendars each week resolving double bookings and meeting Declines. Manage reoccurring meetings.
• Travel—set all travel through Horizon/CWT (flights, trains, cars, hotels). Register for conferences/seminars securing the hotel at conference rate. Prepare itinerary.
• Expense Reports—upon receipt of scanned American Express statement and receipts, prepare monthly expense report in Concur ensuring the American Express statement zeros out each month.
• Ability and enthusiasm for unique project work

The remaining 25% of the time will require strong technical skills with PowerPoint, Excel, and Data Entry to provide support and project management for various activities and deliverables. Major Accountabilities include:
• Is in charge of PowerPoint formatting and creating PowerPoint presentations, transfer notes into slides and merges various slides from different sources into one cohesive document/presentation, creating an effective message/story
• Ensure presentation organization, quality check and integration of applicable U.S. branding standards
• Support with website/intranet uploads, maintain department contact lists, organization chart, subscriptions, office supplies and equipment, etc.
• Participate in meetings for clear understanding of material or various instructions on special documentation projects – sometime take notes during key meetings

Works independently as well as in a team environment with the ability to manage multiple assignments and completing priorities in a fast paced environment. Interacts with internal and external sources.

Minimum requirements Candidate must be Expert in Microsoft Office (Word, Excel and PowerPoint), Lotus Notes with strong organizational abilities, able to work under pressure, can prioritize workload to meet deadlines, excellent communication skills (both spoken and written English). Must be creative and effective in using PowerPoint to generate presentations. Experience with ARIBA a plus.

Minimum three to five years of secretarial/administrative experience and secretarial/business school certificate and/or college degree preferred. 1-2 years experience within Marketing and/or Pharma industry preferred. Ability to define priorities and meet deadlines. Must be accurate and detailed oriented with strong follow up skills. Flexible, team-player. Must be able to follow U.S. work hours.

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