Executive Assistance, AI Office

Novartis AG; Basel; Hybrid; CHF 66,000 - 122,000; Full time

Benefits offered by this job

Insurance plans

Retirement plans

Wellbeing resources

Global recognition programs

Hybrid working options

14 weeks parental leave

Job summary

Novartis AG in Basel seeks an Executive Assistant to the International AI Office Head. You will coordinate global schedules, manage travel logistics, and oversee confidential communications to enable strategic leadership across international teams.

This hybrid Basel-based role offers exposure to global initiatives, cross-functional collaboration, and opportunities to shape how Novartis delivers innovation while maintaining high operational excellence.

Qualifications

• Bachelor’s degree or equivalent professional experience.
• Proven ability to handle multiple priorities in a fast-paced setting.
• Strong organizational and written/verbal communication skills.

Responsibilities

• Provide executive-level administrative support to the International AI Head and team.
• Coordinate complex scheduling across global time zones for meetings and trainings.
• Organize logistics for international business travel and submit expense reports.
• Manage on-site, off-site, and virtual meetings with precision and discretion.
• Lead administrative projects with defined scope, timelines, and deliverables.

Skills

Strong organizational skills

Excellent communication

Discretion with confidential info

Ability to manage multiple priorities

Independent work style

Education

Bachelor's degree or equivalent

Tools

MS Word

MS Excel

PowerPoint

Job description

Summary

#LI-Hybrid
Location: Basel, Switzerland
Relocation Support: This role is based in Basel, Switzerland. Novartis is unable to offer relocation support: please only apply if accessible.
Step into a role where your organizational excellence and proactive mindset will directly support strategic leadership across international teams. As Executive Assistant to the International AI Office Head, you’ll be at the heart of global initiatives, ensuring seamless operations and enabling high-impact decision-making. This is more than an administrative position—it’s a chance to shape how Novartis delivers innovation and collaboration across borders.

About the Role

Key Responsibilities

• Provide executive-level administrative support to the International AI Head and team
• Coordinate complex scheduling across global time zones for meetings and trainings
• Organize logistics for international business travel and submit expense reports
• Manage on-site, off-site, and virtual meetings with precision and discretion
• Lead administrative projects with defined scope, timelines, and deliverables
• Streamline and optimize administrative processes for improved team efficiency
• Act as liaison for departmental guidelines and services across internal teams
• Maintain confidentiality while handling sensitive information and communications
• Support cross-functional collaboration and contribute to special initiatives
• Model Novartis values through proactive ownership and operational excellence

Essential Requirements

• Proven ability to manage multiple priorities with efficiency and professionalism
• Strong organizational skills and attention to detail in a fast-paced environment
• Excellent verbal and written communication skills across diverse audiences
• Demonstrated discretion in handling confidential and sensitive information
• Bachelor’s degree or equivalent professional experience
• Advanced proficiency in MS Word, Excel, and PowerPoint
• Ability to work independently with minimal supervision
• High tolerance for deadlines and conflicting priorities

Desirable Requirements

• Experience supporting senior leadership in a global, matrixed organization
• Proven ability to manage cross-cultural interactions and foster inclusive collaboration

Benefits & Rewards

At Novartis, we’re committed to reimagining medicine together - and rewarding the people who make it happen.

Expected Annual Base Salary Range for role: 65,870.00 - 122,330.00 CHF

The base salary offered is determined based on gender-neutral objectives, such as relevant skills, competencies and experience in accordance with the Novartis pay setting policy and upon joining Novartis will be reviewed periodically.

In addition to your base salary, you may be eligible for a performance-based bonus depending on certain performance parameters.

The rewards of being part of our team go far beyond base pay and incentives. We also offer a variety of competitive benefits in kind to help you thrive personally and professionally, such as insurance plans, retirement plans, wellbeing resources and global recognition programs. In addition, we provide flexible and hybrid working options, where possible, and minimum 14 weeks paid parental leave.

In addition to your base salary, you may be eligible for a performance-based bonus depending on certain performance parameters. Long-term equity awards granted at group level may also be part of your package. Further details will be provided during the application process.

Pay equity is a fundamental principle of our employment policy and reflects our commitment to create a diverse, equitable and inclusive environment that treats all employees with dignity and respect, as outlined in our Code of Ethics.

Read our brochure to learn more about our global total rewards offering:

https://www.novartis.com/sites/novartis_com/files/novartis-life-handbook.pdf

Note: Benefits and compensation may vary by country and are subject to local legal requirements, including provisions of collective bargaining agreements where applicable. A full overview of your compensation package, including any relevant collective bargaining agreement details applicable to your role based on your employment location and Novartis employer entity, will be communicated separately to you during the application process.

Commitment to Diversity and Inclusion

Novartis is committed to building an outstanding, inclusive work environment and diverse teams’ representative of the patients and communities we serve.

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? https://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: https://www.novartis.com/careers/benefits-rewards