Strategic Executive Assistant & Project Coordinator

Novartis; Dublin; Hybrid; EUR 45,000 - 83,000; Full time

Job summary

Novartis in Dublin, Ireland is seeking an Executive Assistant / Project Coordinator to provide high-level support to Immunology Development leaders while coordinating complex projects and travel. The role is hybrid, based in Dublin, and on a fixed-term contract from November 2026 to June 2027.

Responsibilities include calendar management, meeting coordination, materials preparation, travel arrangements and financial administration.

Qualifications

• 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.

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.

Skills

Administrative Support

Communication

Conflict Management

Office Administration

Office Management

Problem Solving

Stakeholder Analysis

Strategic Planning

Strategic Prioritization

Team Leadership

Job description

Novartis in Dublin, Ireland is seeking an Executive Assistant / Project Coordinator to provide high-level support to Immunology Development leaders while coordinating complex projects and travel. The role is hybrid, based in Dublin, and on a fixed-term contract from November 2026 to June 2027.

Responsibilities include calendar management, meeting coordination, materials preparation, travel arrangements and financial administration.