Strategic Project coordinator & Executive Assistant at Novartis

Job Description

To efficiently, accurately and professionally coordinate and provide effective administrative support and lead business strategic projects for the SSA organisation suppporting the Head SSA.

Project Coordination

• Liaise with other African Countries (SSA) regarding projects, meetings and general implementation and maintenance of procedures
• Provide support and cross divisional coordination for organization wide projects within different SSA functions and stakeholders
• Coordinate cross divisional and cross functional activities and tasks designed to achieve the expected project deliverables by ensuring effective stakeholder management within the finance and compliance departments
• Follow-up on actions in order to meet agreed deadlines and project
• Tracking updates, project status, outcomes, deliverables and relay accurate and timely feedback for follow-ups
   

Administration

• Provide Cost center reports to all department heads within the cluster and provide insights on major expenses
• Liaise with staff partners and clients in SSA on behalf of the Head SSA on communication, administration and project work
• Checking accuracy of documents submitted to the Department Heads for approval
• Generating electronic purchase orders for the Department Heads and for all operating expenses on behalf of SSA Head and personnel . Meetings / Diary management for Head SSA
• Maintaining an accurate, updated electronic appointment diary with necessary follow-ups for Head SSA.
• Manage Logistics with respect to the setup of meetings including venue and refreshments and travel requirements for Head SSA.
• Ensure blueprint meeting’s agenda, pre-reads are defined and communicated to the SSA leadership teams timeously
• Ensure effective reporting and tracking of minutes/ actions until completion for all SSA blueprint meetings.
   

Minimum Requirements

• Bachelors Degree in Business or Science with proven admin or business experience, postgraduate degree or MBA will be advantageous English
•  other languages would be advantageous (French) Strong interpersonal and communication skills Highly organized with experience as strategic assistant or Executive Assistant for CEO/CFO/MD etc
• Ability to manage multiple projects and consistently meet deadlines under high levels of pressure excels at interacting with a diverse group of people at all levels of management, including senior leadership
• General Office Management end-to-end process
• Diary management
• Project Coordination Design, look and feel for presentations