Executive Assistant (Onsite)

Job description

About the Department Site New Hampshire, located in West Lebanon, is where Novo Nordisk’s life-saving treatments are brought to life. Our manufacturing facility produces a global supply of our hemophilia and growth hormone product lines, as well as our next generation of cutting-edge medications. What we offer you: Leading pay and annual performance bonus for all positions 36 Paid days off including vacation, sick days & company holidays Health Insurance, Dental Insurance, Vision Insurance Guaranteed 8% 401K contribution plus individual company match option 14 weeks Paid Parental Leave Free access to Novo Nordisk-marketed pharmaceutical products At Novo Nordisk, you will find opportunities, resources and mentorship to grow and build your career. Are you ready to realize your potential? The Position The Executive Assistant provides comprehensive administrative support to the Site Head and our Senior Leadership Team at the Novo bioproduction facility in West Lebanon, New Hampshire. This role will ensure the seamless representation of the Senior Leadership team with a focus on confidentiality and exceptional interpersonal skills. The Executive Assistant will work independently on projects under the general direction of the Site Head. This role requires someone who is able to be proactive and agile with day to day organizational support in a fast paced manufacturing plant while also supporting administrative coordination between various stakeholders throughout the US and Denmark. The core function of this role is providing the requisite administrative support to the Site Head and Senior Leadership Team, but there are opportunities to be involved in more complex business projects to support and improve our business operations. The Executive Assistant will also serve as a key resource providing local on the ground knowledge of the Upper Valley and logistical support for visitors from domestic and international Novo locations. Day-to-day this person will be responsible for constantly ensuring the Site Head's schedule and communications are organized, and providing them with proactive input to help them determine priorities for the future. The Executive Assistant will be responsible for keeping the Senior Leadership Team organized for meetings and presentations, along with being responsible for ensuring meetings stay on schedule, note taking, and documenting future actions to be taken. This dynamic role will encompass miscellaneous tasks such as: ordering food catering, arranging travel logistics, expense reporting/approval, setup/coordination of site town hall events, giving facility tours, creating presentations, cascading communications and more. This role will work closely to drive the priorities, agenda, communications, and organization of a team of departmental administrative assistants who provide direct support to various members of the Site Leadership team. This could be a great opportunity for someone who is interested in growing in a long-term career with Novo, and this role could be a foundation for further growth within Novo. This is an onsite based position Monday-Friday at our bioproduction facility in West Lebanon, NH. Occasional off-hours support may be required for this role due to business needs. Relationships Reports to: Site Head Essential Functions Provides professional administrative support to Site Head with minimal supervision Represents executive team in a professional, positive manner, upholding a strict level of confidentiality & exceptional interpersonal skills Proactively identifies and drives projects. Sees project through from origination to completion within defined scope, cost and time constraints. Plans, analyzes and designs objectives; assesses and mitigates risk; controls execution; tracks and reports progress. Coordinates internal and external resources Guides senior leadership in navigating the Novo Nordisk systems and processes Manages calendar activity for the Site Head by resolving conflicting demands, scheduling internal/external/international meetings (virtual and in-person); arranges travel; coordinates logistics. Prioritizes meeting participants; sets up meetings; prepares agendas Plans, arranges and coordinates large meetings including identifying and developing content. Locating a facility, notifying participants, preparing agendas; attending meetings; recording results; tracking additional information or necessary follow-up. Plans and arranges international meetings, group events and facility tours Owns/aligns with finance to ensure meetings are within budget guidelines Reviews, prioritizes and acts on incoming communications Prepare complex reports, presentations and minutes of meetings Partners with internal communications and prepares site communications & announcements for the Site Head Collaboration with P&O on site initiatives, engagement and NNWay Facilitation Maintains extensive knowledge of West Lebanon, NH facility to include: shift schedules & management team, organizational structure When applicable, supports the Site Head & his family on matters specific to international mobility assignment Anchor for the Site Head and their Senior Leadership Team; gives guidance & assists with various inquiries & requests Not responsible for supervising others; however, drive and own the shared agenda for the administrative assistants as well as assign work, review work & provide training/assistance & mentoring to others within the company, i.e. operations & admins Other duties as assigned Performs all job duties and responsibilities in a compliant and ethical manner and in accordance with all applicable healthcare laws, regulations and industry codes Incorporates the Novo Nordisk Way and 10 Essentials in all activities and interactions with others Qualifications Bachelor’s Degree in Business Administration, or a related field combined with a minimum of two (2 years of experience supporting executives, project coordination or similar experience, required. In lieu of Bachelor’s Degree and two (2) years of experience, may consider an Associate’s Degree in Business Administration or a related field combined with a minimum of four (4) years of experience supporting executives, project coordination or similar experience, required Manage execution of responsibilities in a timely & professional manner; outstanding customer service required. Strong communication skills - verbal, written and listening. Demonstrated ability to forge and develop productive relationships required Self-starter with the ability to work with minimal supervision & manage workload effectively with competing demands for resources and time required Pro-active in identifying and successfully navigating issues, opportunities and needs Ability to shift priorities & manage time effectively, completing a variety of work with changing deadlines accurately and on time required Highly proficient and advanced skills in Microsoft Office applications including Word, Excel, PowerPoint, and SharePoint required Proficient user of AI tools such as Co-Pilot, Chat GPT, Claude etc. Capable of leveraging AI tools to optimize processes in our daily operations Ability to multi-task and make decisions in a fast-paced environment required Superior organization and planning skills with strong attention to detail required Physical Requirements 0-10% overnight travel. Ability to travel internationally. The ability to stoop, kneel, crouch, reach, stand and walk. The ability to grasp and finger. The ability to speak, listen and understand verbal and written communication. Repetition including substantial movement of wrists, hands and or fingers. While performing this job employee work involves sitting most of the time with walking and standing required only occasionally. Lifting up to 10 pounds of force occasionally. Visual acuity to perform close activities such as: reading, writing and analysing; and to determine the accuracy, neatness and thoroughness of work assigned or to make general observations. 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.