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.

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 14 weeks paid parental & 6 weeks paid family medical leave

• Free access to Novo Nordisk-marketed pharmaceutical products

• Tuition Assistance

• 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

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
• 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

Ability to work in an open office environment with the possibility of frequent distraction. Ability to travel up to 10% of the time. (% can change on a case-by-case basis based on the role.).

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
• 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 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

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

At Novo Nordisk, we're not chasing quick fixes – we're creating lasting change for long-term health. For over 100 years, we've been driven by a single purpose: to defeat serious chronic diseases and help millions of people live healthier lives. This dedication fuels our constant curiosity and inspires us to push the boundaries of what's possible in healthcare. We embrace diverse perspectives, seek out bold ideas, and build partnerships rooted in shared purpose. Together, we're making healthcare more accessible, treating and defeating diseases, and pioneering solutions that create change spanning generations. When you join us, you become part of something bigger – a legacy of impact that reaches far beyond today.

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.