Novartis is unable to offer relocation support: please only apply if accessible.
Reimagining Medicine Starts With Our PeopleWe 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.
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 adecuado 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.
Arrange business travel, itineraries, expense reports, document approvals, and administrative follow-up actions.
Office & Team CoordinationServe 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.
Maintain team collaboration tools, shared calendars, contact lists, templates, Teams channels, and SharePoint resources.
Coordinate IT access, equipment requests, training logistics, and introductory meetings for new team members.
Operational & Financial AdministrationSupport purchase requisitions, purchase orders,



vendor management activities, invoice processing, expense tracking, and budget administration.
Utilize Microsoft 365, Copilot, and approved digital tools to streamline workflows and generate business content.
Support the identification and reporting of adverse events and product quality complaints through established processes, when applicable.
Essential RequirementsBachelor'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.
Fluent English and Spanish, both written and verbal.
Technical SkillsAdvanced proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
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.
Strong attention to detail and commitment to quality.
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📌 Administrative Assistant (México)
🏢 Novartis México
📍 México