Executive Assistant & Office Operations Lead (Mexico City)

Novartis México; Ciudad de México; On-site; MXN 246,000 - 357,000; Full time

Job summary

Novartis México seeks a highly organized Administrative Assistant & Office Coordinator to support the Director & Site Head, US Medical Affairs, and the broader Mexico US Medical Affairs team. You will manage executive administration, office operations, onboarding, stakeholder engagement, and key business logistics in a fast-paced, matrix environment.

The ideal candidate embraces discretion, communicates effectively, and leverages Microsoft 365 and AI tools to streamline workflows, coordinate

Qualifications

• Bachelor's degree in Business Administration, Communications, Hospitality, or related field preferred.
• 3+ years of experience in executive support or office coordination.
• Experience supporting senior leaders in a matrix, international setting.
• Fluent English and Spanish, both written and spoken.
• Proficiency with Microsoft 365 and AI productivity tools.

Responsibilities

• Provide comprehensive administrative support to the Director & Site Head, US Medical Affairs.
• Manage complex calendars across multiple time zones and coordinate leadership priorities.
• Arrange business travel, itineraries, expense reports, and document approvals.
• Prepare meeting agendas, presentations, briefing materials, and action trackers.
• Monitor deadlines, commitments, and deliverables for leadership effectiveness.
• Handle confidential information with discretion and professionalism.
• Coordinate internal/external meetings, trainings, and events.
• Support onboarding and offboarding activities for employees and contingent workers.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder management

English/Spanish

Education

Bachelor's degree in Business or related field

Tools

Microsoft 365

SharePoint

Copilot AI tools

SAP (POs)

Job description

Novartis México seeks a highly organized Administrative Assistant & Office Coordinator to support the Director & Site Head, US Medical Affairs, and the broader Mexico US Medical Affairs team. You will manage executive administration, office operations, onboarding, stakeholder engagement, and key business logistics in a fast-paced, matrix environment.

The ideal candidate embraces discretion, communicates effectively, and leverages Microsoft 365 and AI tools to streamline workflows, coordinate