Admin Assistance

Hyderabad- Immediate Joiner

Job Title:                                          Admin Specialist (External)

Reports to (Job Title):      Manager: Global Head, Clinical Scientific Expert

Key activities :

 meeting scheduling and support, calendar management, assistance with vendor management such as creating and processing purchase orders and handling receipts, support travel and expense-related administrative tasks, as well as processes related to hiring and onboarding or offboarding team members. Additionally, maintaining distribution lists and organizational charts, sending announcement emails for new joiners, and capturing minutes and actions from team meetings or town halls. While these activities are core, the role includes other departmental admin tasks as needed.

Major Activities (Describe 8-12 main activities)

•             Meeting scheduling and support: Schedule the meetings as requested, send invites to attendees, book meeting rooms/VC rooms, and if required, support meeting documentation including agenda, minutes, actions and follow-up for local and global team meetings, townhall and off-site meetings. Coordinate for food and beverages (lunch, dinner etc) arrangement during meetings and workshops, if requested. Coordinating with AV support team for multiple location VC arrangements.

•             Calendar management: Set up meetings, including meeting/VC rooms booking

•             Assistance with vendor management and transactional operation of goods and services: Create and process purchase orders, follow-up with supplier for delivery of goods and services. Coordinate with team for approval of Invoices, POs, etc. Check the details of services/items received and verifying them. Create GRNs after receiving respective services or goods. Coordination with accounts payable team for invoice process and payment status.

•             Travel arrangements, forex, visa, and invitation letters: Support associates with arranging invitation letters signed by overseas and Indian Authorities Help with Forex applications, coordination with Forex vendors. Support CSE Global Head with travel arrangement including visa documentation and claim expenses in Novartis system and as per Novartis policies.

•             Assistance with hiring, Coordinate with panel and candidates, sschedule interviews, facilitate candidates’ entry to office premises for face-to-face interviews, book interview rooms, coordinate for food and beverage (F&B) for F2F interview candidates if needed, facilitate travel reimbursement of interview candidates

•             Assistance with on-boarding and off-boarding: Support the team with on-boarding and off-boarding activities.

•             Global visitor support: Coordinate for ID cards, schedule meetings, book meeting rooms, coordinate for lunch and transport

•             Miscellaneous: Maintain distribution lists, maintain teams channels, new joiners’ announcements emails, update Org charts, hybrid working trackers, support any ad-hoc admin related requests at the CSE function.

Key Performance Indicators (Indicate how performance for this job will be measured)

•             Provide excellent quality administrative support with minimal need for rework, errors, or fixes

•             Demonstrate strong learning agility, quickly adapt to new activities and processes as they arise.

•             Ensure all documentation is consistently accurate and error

•             Ability to quickly get comfortable with Novartis systems, processes, and procedures.

•             Ability to get comfortable with Novartis systems, process and procedures

•             Multi-tasking and prioritization skills

•             Ability to communicate well with requestor, understand requests thoroughly, escalate issues promptly to the right personnel and rigorously follow documented processes

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