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Job Description: Supplier Intake Notes:

Does this position have the potential to convert to direct? Yes, maybe in the future.

What is a day in the life like for the person in this role? This position is for someone who has experience supporting executive level leadership. Must be someone very professional and has experience being the face of the office for executives.

Are there other skills/certifications required that are not listed in the job description? Personable, Computer
competent, extremely organized.

What are your non-negotiable requirements? Must have a great personality and organized.

What does the interview process look like? Remote 1 on 1 with myself and then the client possibly for a second look

What are 2 or 3 prescreen questions you would like to have the vendor ask the candidates and provide the answers
to along with their resume submittals?

*****Elaborate on your experience supporting executive level leadership? Where, when and how?
*****Elaborate on your Microsoft Office suite experience? Where, when and how?

What is the lift requirement for this assignment? NA

Work Shift - What are the workdays and hours? Day Shift / 8 HR Shift/ Monday - Friday

How long do you anticipate the assignment to last? 1-2 years or longer.
o What is the possibility of extension? Definitely possible

Work Location Is this position onsite or remote? Onsite
o If remote, is it fully or partially remote? Fully onsite
o If partially remote, how many days per week will the person be expected to be onsite? Not Remote
o If onsite, what is the onsite address or location code? NY111-New York-452 Fifth Ave

What are the selling points of the location (if onsite) to attract candidates? High profile with high level people

What is the COVID protocol for the site? None known at this time.

Will the contractor be issued a laptop? YES

What Background investigation package is required for this assignment? Standard CBRE Novartis account checks

Is a drug screen required? Standard
o If yes, what panel?

Is there any client specific paperwork required? Novartis

What is the FMC Code? 240101.901081.NOVAR
What is the Project ID? Novartis-USA New York
What is the account + activity code? 492160.4REXP._EXPENSE

Additional information

Job Description: Not all duties are listed:

Previous job experience as an administrative, office management or executive assistant
Excellent written and verbal communication skills
Maintaining comprehensive and accurate records
Performing minor accounting duties
Organizing meetings, including scheduling, sending reminders, and ordering catering when necessary
Ordering supplies and keeping inventory.
Answering phone calls in a polite and professional manner
Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department
Managing the executive's calendar, including making appointments and prioritizing the most sensitive matters
Higher profile person
Security background would be helpful
More substantial office presence and executive-facing presence
Manual process for entering visitors, which will be very intensive (up to 100) per day
Salary increase starting at $100K

Schedule:
8-hour shift
Day shift
Monday to Friday

The purpose of this position is to provide a wide range of business operations administrative and general support duties of a highly responsible and confidential nature to executive leadership.

Drafts confidential correspondence, edit documents, take and transcribe minutes of meetings, and perform other
administrative and secretarial duties.
Creates, maintains, and/or updates various databases.
Extrapolates, analyzes, and presents data for management information reporting purposes.
Serves as a liaison between executives, internal management, employees, clients, and visitors as required.
Reviews incoming correspondence via paper or email, lead initiative to determine appropriate action required.
Leads and monitors issues for appropriate follow up.
Takes independent action on handling requests; determines the appropriate course of action, intervenes where
necessary, and acts as a liaison between departments.
Plans, coordinates, and supports meeting and conferences.
Coordinates data from a variety of sources for inclusion in technical reports and presentations; performs
independent research and prepares information for special projects as assigned.
Assists with processing department financial data as it relates to budgets, accounts payable, and generating various
financial queries and reports.
Administers the department/business unit record keeping system; updates various department/business unit
records and publications; ensures that department/business unit files are maintained in accordance with company
policies and procedures; reviews requests for information and determines the appropriateness of release.
Other duties may be assigned.
No formal supervisory responsibilities in this position.
Provides informal assistance such as technical guidance, and/or training to coworkers.
Decisions made with thorough knowledge of procedures and company policies to achieve set results and deadlines.
Errors in judgment may cause short-term and long-term impact to co-workers and supervisor.

Requirements:

High school diploma or general education degree (GED) required. Associate degree (AA) or equivalent from two-
year college or technical school preferred.
Minimum of six years (6 yrs) of related experience and/or training.
Min of 2 years of supporting an executive level.
Excellent written and verbal communication skills. Strong organizational and analytical skills.
Ability to provide efficient, timely, reliable and courteous service to customers.
Ability to effectively present information.
Requires knowledge of financial terms and principles.
Ability to calculate intermediate figures such as percentages, discounts, and/or commissions.
Ability to comprehend, analyze, and interpret documents.
Ability to solve problems involving several options in situations.
Requires intermediate analytical and quantitative skills.
Advanced skills with Microsoft Office Suite required.
Requires in-depth knowledge of company operations, policies, and procedures.
Must have a strong command of the English language and excel in the areas of spelling, grammar and punctuation.
Additional Sills: