Administrative Assistant & Office Coordinator

About this role

Job Description Summary

#LI-Hybrid

Location: Mexico City, Insurgentes

Contract Type: This role is based in Mexico City, Insurgentes. Novartis is unable to offer relocation support: please only apply if accessible.

Reimagining Medicine Starts With Our People

We are seeking a highly organized, proactive, and service-oriented Administrative Assistant & Office Coordinator to support the Director & Site Head, US Medical Affairs and the broader Mexico US Medical Affairs (USMA) team.

In this role, you will be the operational backbone of the team, ensuring seamless coordination across a dynamic US-Mexico matrix organization. You will manage executive administration, office operations, team activities, onboarding processes, stakeholder engagement, and key business logistics while creating a positive and efficient experience for employees, leaders, visitors, and external partners.

The ideal candidate is a trusted professional who anticipates needs, manages multiple priorities with discretion, embraces digital tools and AI-enabled ways of working, and thrives in a fast-paced, collaborative environment.

Job Description

Key Responsibilities

• Executive & Administrative Support
• Provide comprehensive administrative support to the Director & Site Head, US Medical Affairs.
• Manage complex calendars across multiple time zones, coordinating meetings and leadership priorities.
• Arrange business travel, itineraries, expense reports, document approvals, and administrative follow-up actions.
• Prepare meeting agendas, presentations, briefing materials, correspondence, and action trackers.
• Monitor key commitments, deadlines, and deliverables to support leadership effectiveness.
• Handle confidential information with the highest level of professionalism and discretion.
• Office & Team Coordination
• Serve as the primary administrative contact for the Mexico USMA team.
• Coordinate internal and external meetings, workshops, trainings, town halls, offsite events, and team-building activities.
• Manage meeting logistics, including venue arrangements, virtual meeting links, catering, materials, and attendee support.
• Coordinate executive, customer, and stakeholder visits, including transportation, workspace arrangements, badges, agendas, and hospitality.
• Maintain team collaboration tools, shared calendars, contact lists, templates, Teams channels, and SharePoint resources.
• People Experience & Team Engagement
• Support onboarding and offboarding activities for employees and contingent workers.
• Coordinate IT access, equipment requests, training logistics, and introductory meetings for new team members.
• Assist with employee engagement, recognition, communications, and culture-building initiatives.
• Foster a welcoming, inclusive, and professional environment for colleagues, visitors, and business partners.
• Operational & Financial Administration
• Support purchase requisitions, purchase orders, vendor management activities, invoice processing, expense tracking, and budget administration.
• Collaborate with Procurement, Finance, Human Resources, IT, Facilities, Security, and other support functions to address operational needs.
• Identify opportunities to improve efficiency, standardize processes, and enhance team productivity.
• Utilize Microsoft 365, Copilot, and approved digital tools to streamline workflows and generate business content.
• Support accurate record management and operational documentation.
• Compliance & Quality
• Ensure all activities are conducted in accordance with company policies, compliance requirements, confidentiality standards, and record retention guidelines.
• Support the identification and reporting of adverse events and product quality complaints through established processes, when applicable.
• Maintain high levels of accuracy, integrity, and accountability in all administrative activities.

Essential Requirements

• Bachelor's degree in Business Administration, Communications, Hospitality, or a related field preferred.
• Minimum of 3 years of experience in executive support, office coordination, administrative operations, or a similar role.
• Experience supporting senior leaders and cross-functional teams.
• Experience working in international or matrix organizations is highly desirable.
• Previous experience in healthcare, pharmaceuticals, life sciences, or other regulated industries is an advantage.
• Fluent English and Spanish, both written and verbal.

Technical Skills

• Advanced proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
• Experience using Copilot or other approved AI productivity tools.
• Familiarity with SAP or similar systems for purchase orders, invoices, expenses, and vendor management is preferred.
• Strong calendar management, travel coordination, event planning, document management, and administrative operations skills.
• Core Capabilities
• Exceptional organizational and prioritization skills with the ability to manage multiple competing deadlines.
• Proactive mindset with the ability to anticipate needs and solve problems independently.
• Strong attention to detail and commitment to quality.
• Excellent interpersonal, written, and verbal communication skills.
• High degree of discretion, professionalism, and confidentiality.
• Customer-focused approach with a strong service orientation.
• Ability to build collaborative relationships across functions, cultures, geographies, and levels of seniority.
• Adaptability and willingness to leverage technology and AI-enabled solutions to drive efficiency and continuous improvement.
• Commitment to Diversity & Inclusion
• Novartis is committed to building an outstanding, inclusive work environment and diverse teams representative of the patients and communities we serve.
• Accessibility and accommodation

Novartis is committed to work with and provide reasonable accommodation to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the recruitment process, or in order to perform the essential functions of a position, please send an e-mail to tas.mexico@novartis.com and let us know the nature of your request and your contact information. Please include the job requisition number in your message.

Novartis tiene el compromiso de trabajar y proporcionar adaptaciones razonables para personas con discapacidad. Si, debido a una condición médica o discapacidad, necesita una adaptación razonable para cualquier parte del proceso de contratación, o para desempeñar las funciones esenciales de un puesto, envíe un correo electrónico a tas.mexico@novartis.com y permítanos conocer la naturaleza de su solicitud y su información de contacto. Incluya el número de posición en su mensaje.

Why Novartis: Helping people with disease and their families takes more than innovative science. It takes a community of smart, passionate people like you. Collaborating, supporting and inspiring each other. Combining to achieve breakthroughs that change patients’ lives. Ready to create a brighter future together? Open www.novartis.com/about/strategy/people-and-culture

• Benefits and Rewards: Read our handbook to learn about all the ways we’ll help you thrive personally and professionally: Open www.novartis.com/careers/benefits-rewards
• Skills Desired

Administrative Support, Communication, Conflict Management, Office Administration, Office Management, Problem Solving, Stakeholder Analysis, Strategic Planning, Strategic Prioritization, Team Leadership