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.

Provides Administrative Support

• Manage calendar/schedule, anticipate needs & effectively manage executive’s time, while meeting the needs of the customer & working across global time-zones
• Ability 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
• 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
• 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
• 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

Essential Functions

• Manage calendar/schedule, anticipate needs & effectively manage executive’s time, while meeting the needs of the customer & working across global time-zones
• Ability 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
• 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
• 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
• 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