Executive Assistant / Project Coordinator, Administration

IE02 (FCRS = IE002) Novartis Ireland Ltd; Dublin; Hybrid; EUR 45,000 - 83,000; Full time

Benefits offered by this job

Hybrid work model

Global company culture

Job summary

Novartis Ireland Ltd. in Dublin seeks an Executive Assistant/Project Coordinator to blend high-level executive support with hands-on project coordination.

You will manage complex calendars, coordinate meetings and travel, prepare materials, and help drive administrative improvements in a fast‑paced, international setting. The role requires at least five years of executive-level support experience within a large organisation, superb organisational skills, and strong communication.

Qualifications

• Five+ years’ experience providing executive-level support in a large, complex organisation.
• Strong organisational skills to manage competing priorities in a dynamic setting.
• Excellent written and verbal communication with diverse stakeholders.
• Professionalism, discretion and sound judgement handling confidential information.
• Experience supporting financial administration including purchase orders, expense management and budgeting.

Responsibilities

• Proactively manage complex calendars for senior Immunology Development leaders.
• Coordinate meetings, communications and scheduling requests for senior leaders.
• Prepare meeting materials, agendas and capture minutes with follow-up actions.
• Coordinate team meetings, town halls, events and off-site activities including vendors.
• Arrange domestic and international travel itineraries, accommodation and expenses.
• Support financial administration including PO, expenses and budget tracking.

Skills

Executive support

Calendar management

Communication

Discretion

Microsoft Office

Tools

Microsoft Office Suite

Job description

Salary Range: €44,590.00 - €82,810.00

Job Description Summary

Be at the heart of a dynamic Immunology Development team, helping senior leaders stay focused on the work that matters most. As Executive Assistant / Project Coordinator, you’ll combine high-quality executive support with hands‑on project coordination, helping to manage complex schedules, meetings, travel and team activities while keeping key administrative processes running smoothly. This is an opportunity to work in a fast‑paced, international environment, build strong relationships across the organisation and make a tangible contribution to the effectiveness of the team.

Job Description

Job Title: Executive Assistant / Project Coordinator #LI-Hybrid

Location: Dublin, Ireland

Contract: Fixed-term contract from November 2026 until June 2027

Relocation Support: This role is based in Dublin, Ireland. Novartis is unable to offer relocation support: please only apply if accessible.

Key Responsibilities

• Proactively manage complex calendars for senior Immunology Development leaders, anticipating priorities, conflicts and changing business needs.
• Coordinate meetings, communications and scheduling requests to ensure senior leaders’ time is organised effectively.
• Prepare meeting materials, presentations and agendas, capturing minutes and follow‑up actions where required.
• Coordinate team meetings, town halls, events and off‑site activities, including venues, catering and external vendors.
• Arrange domestic and international travel, including itineraries, accommodation, transportation and associated expenses.
• Support financial administration, including purchase orders, expense management and budget tracking.
• Contribute to administrative projects and process improvements while providing reliable support across the wider team.

Essential Requirements

• At least five years’ experience providing executive-level support within a large, complex organisation.
• Strong organisational skills with the ability to manage competing priorities in a dynamic, fast-paced environment.
• Excellent written and verbal communication skills, with confidence engaging diverse internal and external stakeholders.
• High levels of professionalism, discretion and sound judgement when handling confidential or sensitive information.
• Advanced proficiency in Microsoft Office, including preparing professional PowerPoint presentations.
• Experience supporting financial administration, including purchase orders, expense management and budget tracking.

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: €44,590.00 - 63,700.00 - 82,810.00 EUR Annual 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. 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. 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.

Skills Desired

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

Company Culture

Improving the lives of people living with disease takes more than innovative science. It takes a focus on the needs of people and a community committed to meeting them. It takes a team of people like you. Working together. Learning together. Thriving together. Discover how you can join us in changing people’s lives.

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