Administrative Assistant & Office Coordinator

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 ideal 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.   Job Description Key Responsibilities Executive & Administrative Support • 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. Office & Team Coordination • 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. People Experience & Team Engagement • 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. Operational & Financial Administration • 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. Compliance & Quality • 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. •