**Summary**:
We’re a team of dedicated and passionate people united by a drive to achieve together. You will support multiple members of the global Talent, Development & Learning leadership team based in USA and, with elements of broader support across the global T&D; Leadership Team. You will handle a wide range of sensitive and strictly confidential matters and represent the function with maturity, tact, discretion, and sound judgment and operate in a highly autonomous manner and are expected to proactively anticipate needs, offer solutions, and contribute ideas that strengthen how the team works together.
- This role offers high visibility, close partnership with senior leaders, and the opportunity to shape how the global Talent & Development function operates. It is well suited for an experienced Executive Assistant who enjoys working at pace, influencing outcomes, and continuously improving ways of working.
**About the Role**:
**Key Responsibilities**:
- Provide comprehensive administrative support to your General Heads of T&D;, with elements of support across their teams; support other LT members with meetings, events, and projects as required
- Manage complex calendars, including preparation, organization, and collation of background materials and documents in advance of meetings
- Coordinate global travel arrangements and prepare, submit, and monitor approval of expense reports
- Plan and manage team meetings and events (e.g. team offsites), including minute‑taking where required, tracking action items, and maintaining SharePoint sites, GMT distribution lists,



and Microsoft Teams channels
- Oversee financial administration for the team, including budget tracking, creation and management of Purchase Orders, invoice handling, and coordination of contracts for third‑party consultants and vendors in partnership with Procurement
- Prepare, edit, and review communications such as correspondence, announcements, presentations, and other written materials as required
- Collaborate closely with the Talent & Development Administrative team and with Executive and Administrative teams across Novartis
- Drive digital and AI‑enabled ways of working, supporting continuous improvement in how the function operates.
**Essential Criteria**:
- Excellent administrative skills with thorough knowledge of standard office procedures and protocols, and a proven ability to handle strictly confidential and sensitive information with discretion and integrity.
- Ability to manage complex and frequently changing schedules in a fast‑paced, global environment, while prioritizing effectively and meeting deadlines.
- Self‑motivated, proactive, and resourceful mindset, with the ability to anticipate needs, identify risks,



and propose alternative solutions in response to evolving business, interpersonal, and travel requirements
- Strong proficiency in Microsoft Word, Outlook, Excel, PowerPoint, and SharePoint, with a general aptitude for information technology and learning new systems.
- Outstanding organizational and time‑management skills, with strong attention to detail, quality, and clear communication
- Fluent English (written and verbal)
**Desirable Criteria**:
- Previous experience supporting Leaders globally.
- AI fluency and digital mindset - interest and working knowledge of AI‑enabled tools (e.g. Microsoft Copilot, automation, and collaboration tools), with the ability to leverage technology to proactively improve efficiency, communication, and team effectiveness.
- An interest in People and Organisation functions.
**Accessibility and Accommodation**:
**Benefits and Rewards**: Learn about all the ways we’ll help you thrive personally and professionally.
- Read our handbook (PDF 30 MB)
**Benefits and Rewards**: Learn about all the ways we’ll help you thrive personally and professionally.
- Read our handbook (PDF 30 MB)
Division
People & Organization
Business Unit
Human Resources
Location
Mexico
Site
INSURGENTES
Company / Legal Entity
MX06 (FCRS = MX006) Novartis Farmacéutica S.A. de C.V.
Functional Area
Facilities & Administration
Job Type
Full time
Employment Type
Regular
Shift Work
No
**Accessibility and accommodation**:

📌 Executive Assistant (Baja California Sur)
🏢 Novartis
📍 Baja California Sur