Administrative Assistant

Sandoz International GmbH; Mexico; On-site; PHP 3,956,000 - 5,782,000; Full time

Job summary

Sandoz is seeking an experienced executive assistant to support the Senior Vice President, North America Regulatory Affairs. The role requires adept calendar management, travel planning across time zones, and coordinating complex meetings with multiple stakeholders.

You will prepare leadership materials, manage confidential information, and liaise with Regulatory Affairs, Quality, Patient Safety, and Global teams to ensure smooth execution of priorities in a fast-paced, regulated environment.

Qualifications

• Minimum 5 years of experience supporting high level executive.
• High-level competency with Microsoft Office.
• Excellent verbal and written communication skills.
• Ability to problem solve and manage competing priorities.
• Experience preparing international itineraries across time zones.

Responsibilities

• Provide dedicated administrative support to the Senior Vice President, North America Regulatory Affairs.
• Manage complex calendars across regions and prioritize conflicting demands.
• Book and coordinate travel schedules and itineraries using Concur.
• Coordinate meetings, including invitations, minutes, and follow-up communications.
• Prepare, format, and maintain leadership materials in alignment with executive standards.

Skills

Executive support

Calendar management

Travel coordination

Microsoft Office

Communication skills

Problem solving

Time management

Interpersonal skills

Discretion with confidential info

Multitasking

Tools

Outlook

Teams

Word

PowerPoint

Excel

Concur

Job description

Sandoz continues to go through an exciting and transformative period as a global leader and pioneering provider of sustainable biosimilar and generic medicines. As we move forward on this new and ambitious path, unique opportunities will arise, both professionally and personally. Join us—the future is in our hands!

Major Accountabilities:

• Provide dedicated administrative support to the Senior Vice President, North America Regulatory Affairs, ensuring seamless coordination across time zones and geographically dispersed teams.
• Manage complex calendars, including scheduling across multiple regions, prioritizing conflicting demands, and ensuring meeting preparedness through timely distribution of materials and agendas.
• Book and coordinate travel schedules and itineraries for the Senior Vice President including managing Concur for reimbursement.
• Coordinate logistics for virtual and in-person meetings, leadership forums, and town halls, including meeting invitations, minutes, action item tracking, and follow-up communications.
• Serve as a central point of coordination for communications, ensuring timely, accurate, and professional handling of emails, requests, and inquiries while exercising discretion with confidential and sensitive information.
• Prepare, format, and maintain leadership materials such as presentations, reports, organizational updates, and meeting documentation in alignment with executive and regulatory standards.
• Support cross-functional alignment by liaising with internal stakeholders across Regulatory Affairs, Quality, Patient Safety, and Global teams to facilitate efficient information flow and execution of priorities.
• Distribute all incoming and outgoing FDA communications to relevant stakeholders in a timely manner.
• Proactively anticipate administrative needs, identify potential scheduling or operational risks, and implement solutions to maintain continuity and efficiency in executive operations.
• Demonstrate the ability to work independently with minimal supervision, manage competing priorities under tight timelines, and adapt to shifting business needs in a fast-paced, regulated environment.
• Minimum 5 years of experience supporting high level executive.
• High-level competency with using the Microsoft Suite Office.
• Excellent verbal and written communication skills.
• Ability to problem solve.
• Excellent interpersonal skills and ability to be diplomatic and use tact.
• Ability to multi-task, prioritize and meet deadlines.
• Experience preparing international itineraries and dealing with various time zones.
• Proficient in Microsoft Office tools (Outlook, Teams, Word, PowerPoint, Excel) and comfortable working with virtual collaboration platforms.
• Able to adapt quickly to new tools, systems, and ways of working.
• Ability to work independently with minimal supervision and exercise sound judgment in handling sensitive and confidential matters.
• Clear, professional, and effective written and verbal communication skills.

Why Sandoz?

Generic and biosimilar medicines are the backbone of the global pharmaceutical industry. Sandoz, a leader in this sector, provided more than 900 million treatments to patients in over 100 countries in 2024. Through investments in new development capabilities, production facilities, acquisitions, and partnerships, we have the opportunity to shape the future of Sandoz and help more patients access high-quality, affordable medicines in a sustainable way. Our open and collaborative culture is powered by talented and ambitious colleagues in an agile and collegial environment with impactful, flexible, and hybrid careers—where diversity is welcomed and personal growth is supported.

Commitment To Diversity And Inclusion

We are committed to creating an exceptional and inclusive work environment and diverse teams that represent the patients and communities we serve.

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