Administrative Assistant - job 1 of 2

About the Department

At Novo Nordisk, we want to make a difference. For more than 100 years, we have led the way in diabetes care. Being part of Novo Nordisk allows our employees to embark on life-changing careers, and the opportunity to help improve the quality of life for millions of people around the world.

In NC, we operate three pharmaceutical manufacturing facilities that are responsible for fulfilling different steps in our injectable and oral treatment supply chains. Our legacy Injectable Finished Products (IFP) facility in Clayton, NC is a 457,000 square foot aseptic "fill and finish" site that is responsible for producing innovative, injectable diabetes and obesity treatments. At IFP, you’ll join a global network of manufacturing professionals who are passionate about what they do.

What we offer you:

• Leading pay and annual performance bonus for all positions
• All employees enjoy generous paid time off including 14 paid holidays
• Health Insurance, Dental Insurance, Vision Insurance – effective day one
• Guaranteed 8% 401K contribution plus individual company match option
• Family Focused Benefits including 12 weeks paid parental & 6 weeks paid family medical leave
• Free access to Novo Nordisk-marketed pharmaceutical products
• Tuition Assistance – reimbursement up to $10,000 annually
• Life & Disability Insurance
• Employee Referral Awards

At Novo Nordisk, you will find opportunities, resources, and mentorship to help grow and build your career. Are you ready to realize your potential? Join Team Novo Nordisk and help us make what matters.

The Position

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.

Relationships

This role will report to a Senior Leader in Site Management. The role is responsible for acting as a liaison between the Senior Leader and other company/team leaders, as well as with vendors, institutions, companies, company departments, and employees. Regular contact with Novo Nordisk affiliated companies & key industry leaders in the US & abroad.

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
• Perform a wide range of administrative duties highly confidential in nature requiring excellent interpersonal skills
• 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
• Monitor 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
• Set up and maintain 5S standards for documentation, admin & storage areas
• Suggests and implements process improvement & standardization updates
• Follow all safety and environmental requirements in the performance of duties
• Other accountabilities, as assigned

Physical Requirements

Occasionally moves equipment and/or supplies weighing up to 33 lbs. within facility using various body positions. Constantly operates a computer & other office equipment using hands. Ability to handle change & work in a fast-paced environment. Ability to work in an open office environment with the possibility of frequent distraction. Ability to adjust schedule to work with colleagues in other international time zones. Ability to travel, as necessary.

Qualifications

• AAS 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
• Builds strong working relationships within department & with other departments. Able to work as part of a collaborative team required
• Actively participates 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 behaviors 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
• Owns the results of individual actions & team’s activities, to include modeling the Novo Nordisk Way required

We commit to an inclusive recruitment process and equality of opportunity for all our job applicants.

At Novo Nordisk we recognize that it is no longer good enough to aspire to be the best company in the world. We need to aspire to be the best company for the world and we know that this is only possible with talented employees with diverse perspectives, backgrounds and cultures. We are therefore committed to creating an inclusive culture that celebrates the diversity of our employees, the patients we serve and communities we operate in. Together, we’re life changing.

Novo Nordisk is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, ethnicity, color, religion, sex, gender identity, sexual orientation, national origin, disability, protected veteran status or any other characteristic protected by local, state or federal laws, rules or regulations.

If you are interested in applying to Novo Nordisk and need special assistance or an accommodation to apply, please call us at 1-855-411-5290. This contact is for accommodation requests only and cannot be used to inquire about the status of applications.