Administrative Assistant

About The Department

You will be joining Fill & Finish Expansions (FFEx), which is responsible for all major expansion activities within aseptic production, solid dosage forms, finished products, fill & finish warehousing, and QC across all production areas in Product Supply. The area is anchored in Product Supply, Quality & IT, which globally employ approx. 20,000 of Novo Nordisk’s 50,000 employees. FFEx is a newly established and growing area with the responsibility to design, plan, and build all new aseptic filling capacity across Novo Nordisk to serve the needs of millions of patients. We do it by rethinking our production facilities with the use of modern technology, as we are setting the standards for the aseptic production of the future. Facilities designed today which we will still be proud of 20 years from now. FF Expansions has a global approach, where you will be working with multiple sites and cultures across the world.

Position Overview

Provides administrative support for a Vice President in Site Management of the Clayton IFP Site. This role is responsible for supporting the Senior Leader primarily and providing support to team members to ensure priorities are met, company goals and objectives are accomplished, and that operations run efficiently. Works independently on projects under the general direction of the Senior Leader.

Essential Functions

• Manage calendar/schedule, anticipate needs & effectively manage executive’s time, while meeting the needs of the customer & working across global time-zones
• Able to plan, design & execute meetings & events, to include on-site, off-site, as well as virtual
• Plan all internal meetings & events for the department; manage the agenda, logistics, presentations, coordinate output & actions, catering & off-site dinners
• 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
• Create, design and/or edit presentations for meetings & events in alignment with target audience
• Lead the department management board meeting by creating structure, time keeping, capturing & assigning actions and ensure the department SharePoint/Teams site/Planner board/dashboard 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 and translate into visual dashboards
• Data collection, analysis & trend reporting on Key Performance Indicators or other activities, as assigned
• 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
• Maintain 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
• Foster engagement and well-being by coordinating stress/well-being data & reviews, planning special events
• Partner and collaborate closely with local & global colleagues
• Champion the Novo Nordisk Way
• Sets up and maintains 5S standards for documentation, admin & storage areas
• Suggests and implements process improvement & standardization updates
• Follows all safety and environmental requirements in the performance of duties

Qualifications

• Associate’s degree in related field or equivalent combination of education & relevant work experience required
• Minimum four (4) 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
• Buils strong working relationships within department & with other departments. Able to work as part of a collaborative team required
• Able to participate 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 behaviours 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