Job Description Summary #LI-Hybrid Location: Mexico City, Insurgentes Contract Type: This role is based in Mexico City, Insurgentes. Novartis is unable to offer relocation support: please only apply if accessible.

Reimagining Medicine Starts With Our People We are seeking a highly organized, proactive, and service-oriented Administrative Assistant & Office Coordinator to support the Director & Site Head, US Medical Affairs and the broader Mexico US Medical Affairs (USMA) team. In this role, you will be the operational backbone of the team, ensuring seamless coordination across a dynamic US-Mexico matrix organization. You will manage executive administration, office operations, team activities, onboarding processes, stakeholder engagement, and key business logistics while creating a positive and efficient experience for employees, leaders, visitors, and external partners. The idóneo candidate is a trusted professional who anticipates needs, manages multiple priorities with discretion, embraces digital tools and AI-enabled ways of working, and thrives in a fast-paced, collaborative environment.

Key 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.




- Serve as the primary administrative contact for the Mexico USMA team.
- Coordinate internal and external meetings, workshops, trainings, town halls, offsite events, and team-building activities.
- Manage meeting logistics, including venue arrangements, virtual meeting links, catering, materials, and attendee support.
- Coordinate executive, customer, and stakeholder visits, including transportation, workspace arrangements, badges, agendas, and hospitality.
- Maintain team collaboration tools, shared calendars, contact lists, templates, Teams channels, and SharePoint resources.
- Support onboarding and offboarding activities for employees and contingent workers.
- Coordinate IT access, equipment requests, training logistics, and introductory meetings for new team members.
- Assist with employee engagement, recognition, communications, and culture-building initiatives.
- Foster a welcoming, inclusive, and professional environment for colleagues, visitors, and business partners.
- Support purchase requisitions, purchase orders, vendor management activities, invoice processing, expense tracking, and budget administration.
- Collaborate with Procurement, Finance, Human Resources, IT, Facilities, Security, and other support functions to address operational needs.
- Identify opportunities to improve efficiency, standardize processes,



and enhance team productivity.
- Utilize Microsoft 365, Copilot, and approved digital tools to streamline workflows and generate business content.
- Support accurate record management and operational documentation.
- Ensure all activities are conducted in accordance with company policies, compliance requirements, confidentiality standards, and record retention guidelines.
- Support the identification and reporting of adverse events and product quality complaints through established processes, when applicable.
- Maintain high levels of accuracy, integrity, and accountability in all administrative activities.

Essential Requirements

- Bachelor's degree in Business Administration, Communications, Hospitality, or a 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.

Technical Skills

- Advanced proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
- Experience using Copilot or other approved AI productivity tools.
- Familiarity with SAP or similar systems for purchase orders, invoices, expenses, and vendor management is preferred.
- Strong calendar management, travel coordination, event planning, document management, and administrative operations skills.

Core Capabilities

📌 Administrative Assistant (Ciudad de México)
🏢 MX06 (FCRS = MX006) Novartis Farmacéutica S.A. de
📍 Ciudad de México