Executive Admin & Office Operations Lead

Novartis AG; Guamúchil; On-site; MXN 300,000 - 420,000; Full time

Job summary

Novartis AG in Mexico City is seeking an Administrative Assistant & Office Coordinator to support the Director & Site Head, US Medical Affairs and the broader Mexico USMA team. You will manage executive administration, office operations, onboarding, stakeholder engagement, and logistics in a fast-paced, matrix environment.

The role requires a highly organized, proactive professional who protects confidentiality, embraces AI-enabled workflows, and collaborates across functions and time zones to

Qualifications

• Bachelor’s degree in Business Administration, Communications, Hospitality, or 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.

Responsibilities

• 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.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder engagement

Education

Bachelor’s degree in Business Administration, Communications, Hospitality, or related field

Tools

Microsoft 365

SharePoint

Copilot / AI productivity tools

SAP

Job description

Novartis AG in Mexico City is seeking an Administrative Assistant & Office Coordinator to support the Director & Site Head, US Medical Affairs and the broader Mexico USMA team. You will manage executive administration, office operations, onboarding, stakeholder engagement, and logistics in a fast-paced, matrix environment.

The role requires a highly organized, proactive professional who protects confidentiality, embraces AI-enabled workflows, and collaborates across functions and time zones to