Job Description Summary
The Senior Administrative Assistant is an independent, collaborative, motivated team member who provides comprehensive administrative support to CRM DU and Clinical Development leaders and teams. This role interacts with stakeholders at all organizational levels—both internal and external—and requires the ability to thrive in a fast paced, highly matrixed, global environment. Success in this position depends on strong interpersonal skills, sound judgment, discretion in handling sensitive information, and the ability to manage multiple priorities with minimal supervision.
Job Description
Location: This position is based out of London, UK
LI: #onsite
This position will not have the ability to be located remotely.
Novartis is unable to offer relocation support for this role: please only apply if this location is accessible for you
Key Responsibilities
The Senior Administrative Assistant provides broad and proactive administrative and operational support across CRM DU and Clinical Development teams, including but not limited to:
Acting as a key administrative contact for assigned CRM DU and Clinical Development leaders and teams
Managing complex calendars and scheduling meetings across global time zones
Handling confidential information with professionalism and discretion
Coordinating domestic and international travel arrangements
Processing expense reports through Concur and managing purchase orders and invoice receipts
Organizing and maintaining global meetings, including video and conference room bookings. Maintaining distribution lists, files, and archival study documentation
Preparing, proofing, and updating routine and complex documents, presentations, and reports including Confidentiality Disclosure Agreements (CDA) and contracts
Supporting interview scheduling, onboarding, and requisition processes for new hires. Registering and coordinating visitors and liaising with building services as needed
Supporting data entry and tracking in internal systems (e.g., TimeSheet, BrassRing, CREDI/SUBWAY, HRCore, Workday, Concur, Horizon)
Supporting compliance‑related activities such as audits or inspections with high attention to quality. Providing guidance, training, and backup coverage to other administrative staff as needed. Contributing to process improvements and supporting changes to workflows in a dynamic environment
What You’ll Bring to the Role
Education
Bachelor’s degree preferred, or equivalent senior‑level administrative experience
Experience & Skills (Essential Requirements)
5–7+ years of advanced administrative or executive support experience within a large, complex, matrixed organization
Proven ability to exercise independent judgment, manage competing priorities, and solve complex administrative problems
High level of integrity with demonstrated experience handling highly confidential and sensitive information
Strong organizational, time‑management, and attention‑to‑detail skills
Excellent written and verbal communication skills in English
Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook)
Experience with enterprise systems such as Concur, Ariba, and related internal platforms strongly preferred
Ability to adapt quickly to organizational changes and contribute to continuous improvement
Collaborative, service‑oriented mindset and strong team player
Desirable Requirements
Advanced secretarial or technical administrative training
Experience supporting clinical development or research organizations
Project coordination or informal project management experience
Additional Information
This role requires on‑site presence and does not offer remote or relocation support. Only local candidates will be considered.
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.
You’ll receive:
Competitive salary, Short term incentive bonus, Pension scheme, Share purchase scheme, Health insurance, 25 days annual leave, Flexible working arrangements, subsidized dining facilities, Employee recognition scheme, learning and development opportunities
To learn more about the culture, rewards and benefits we offer our people click here.
Skills Desired
Novartis London, England Office
The WestWorks, White City Place, London, United Kingdom, W12 7FQ
