EXECUTIVE ASSISTANT

Key Responsibilities:

• Provide comprehensive administrative support to your Global 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: 

Novartis is committed to work with and provide reasonable accommodation to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the recruitment process, or in order to perform the essential functions of a position, please send an e-mail to [email protected] and let us know the nature of your request and your contact information. Please include the job requisition number in your message. 

Why Novartis: Helping people with disease and their families takes more than innovative science. It takes a community of smart, passionate people like you. Collaborating, supporting and inspiring each other. Combining to achieve breakthroughs that change patients’ lives. Ready to create a brighter future together? https://www.novartis.com/about/strategy/people-and-culture

Benefits and Rewards: Learn about all the ways we’ll help you thrive personally and professionally.
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