{"id":3306029,"url":"https://alion.io/job/novartis-administrative-assistant-office-coordinator","title":"Administrative Assistant & Office Coordinator","company":{"id":5824,"name":"Novartis","domain":"novartis.com","url":"https://alion.io/company/novartis","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"B","score":80,"open_postings":61,"ghost_share":0,"stale_share":0.77,"repost_share":0.016,"time_to_fill_p50_days":29,"computed_at":"2026-10-27T05:46:45Z"}},"role":"Administrative","role_family":"Administrative","seniority":"middle","employment_type":"full_time","work_mode":"hybrid","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"explicit","locations":["Mexico"],"countries":["MX"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":22000,"max_usd":47000,"period":"year","method":"global_role_cell_scaled_by_country","sample_n":2855},"experience_years_min":3,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Copilot","optional":false},{"name":"SharePoint","optional":false},{"name":"Outlook","optional":true}],"status":"live","first_seen_at":"2026-10-26T00:00:00Z","employer_posted_date":"2026-10-26","last_verified_at":"2026-10-27T19:35:45Z","board_verified":true,"closed_at":null,"days_open":1,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":1},"description":"Job Description Summary\n#LI-HybridLocation: Mexico City, Insurgentes\nContract Type: This role is based in Mexico City, Insurgentes. Novartis is unable to offer relocation support: please only apply if accessible.\nReimagining Medicine Starts With Our People\nWe 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.\nIn 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.\nThe 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.\nJob Description\nKey Responsibilities\nExecutive & Administrative Support\nProvide comprehensive administrative support to the Director & Site Head, US Medical Affairs.\nManage complex calendars across multiple time zones, coordinating meetings and leadership priorities.\nArrange business travel, itineraries, expense reports, document approvals, and administrative follow-up actions.\nPrepare meeting agendas, presentations, briefing materials, correspondence, and action trackers.\nMonitor key commitments, deadlines, and deliverables to support leadership effectiveness.\nHandle confidential information with the highest level of professionalism and discretion.\nOffice & Team Coordination\nServe as the primary administrative contact for the Mexico USMA team.\nCoordinate internal and external meetings, workshops, trainings, town halls, offsite events, and team-building activities.\nManage meeting logistics, including venue arrangements, virtual meeting links, catering, materials, and attendee support.\nCoordinate executive, customer, and stakeholder visits, including transportation, workspace arrangements, badges, agendas, and hospitality.\nMaintain team collaboration tools, shared calendars, contact lists, templates, Teams channels, and SharePoint resources.\nPeople Experience & Team Engagement\nSupport onboarding and offboarding activities for employees and contingent workers.\nCoordinate IT access, equipment requests, training logistics, and introductory meetings for new team members.\nAssist with employee engagement, recognition, communications, and culture-building initiatives.\nFoster a welcoming, inclusive, and professional environment for colleagues, visitors, and business partners.\nOperational & Financial Administration\nSupport purchase requisitions, purchase orders, vendor management activities, invoice processing, expense tracking, and budget administration.\nCollaborate with Procurement, Finance, Human Resources, IT, Facilities, Security, and other support functions to address operational needs.\nIdentify opportunities to improve efficiency, standardize processes, and enhance team productivity.\nUtilize Microsoft 365, Copilot, and approved digital tools to streamline workflows and generate business content.\nSupport accurate record management and operational documentation.\nCompliance & Quality\nEnsure all activities are conducted in accordance with company policies, compliance requirements, confidentiality standards, and record retention guidelines.\nSupport the identification and reporting of adverse events and product quality complaints through established processes, when applicable.\nMaintain high levels of accuracy, integrity, and accountability in all administrative activities.\nEssential Requirements\nBachelor's degree in Business Administration, Communications, Hospitality, or a related field preferred.\nMinimum of 3 years of experience in executive support, office coordination, administrative operations, or a similar role.\nExperience supporting senior leaders and cross-functional teams.\nExperience working in international or matrix organizations is highly desirable.\nPrevious experience in healthcare, pharmaceuticals, life sciences, or other regulated industries is an advantage.\nFluent English and Spanish, both written and verbal.\nTechnical Skills\nAdvanced proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.\nExperience using Copilot or other approved AI productivity tools.\nFamiliarity with SAP or similar systems for purchase orders, invoices, expenses, and vendor management is preferred.\nStrong calendar management, travel coordination, event planning, document management, and administrative operations skills.\nCore Capabilities\nExceptional organizational and prioritization skills with the ability to manage multiple competing deadlines.\nProactive mindset with the ability to anticipate needs and solve problems independently.\nStrong attention to detail and commitment to quality.\nExcellent interpersonal, written, and verbal communication skills.\nHigh degree of discretion, professionalism, and confidentiality.\nCustomer-focused approach with a strong service orientation.\nAbility to build collaborative relationships across functions, cultures, geographies, and levels of seniority.\nAdaptability and willingness to leverage technology and AI-enabled solutions to drive efficiency and continuous improvement.\nCommitment to Diversity & Inclusion\n Novartis is committed to building an outstanding, inclusive work environment and diverse teams representative of the patients and communities we serve.\nAccessibility and accommodation\nNovartis 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  and let us know the nature of your request and your contact information. Please include the job requisition number in your message.\nNovartis tiene el compromiso de trabajar y proporcionar adaptaciones razonables para personas con discapacidad. Si, debido a una condición médica o discapacidad, necesita una adaptación razonable para cualquier parte del proceso de contratación, o para desempeñar las funciones esenciales de un puesto, envíe un correo electrónico a  y permítanos conocer la naturaleza de su solicitud y su información de contacto. Incluya el número de posición en su mensaje.\nWhy 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\nBenefits and Rewards: Read our handbook to learn about all the ways we’ll help you thrive personally and professionally:https://www.novartis.com/careers/benefits-rewards\nSkills Desired\nAdministrative Support, Communication, Conflict Management, Office Administration, Office Management, Problem Solving, Stakeholder Analysis, Strategic Planning, Strategic Prioritization, Team Leadership","description_format":"text","description_chars":7458,"description_truncated":false,"requirements":{"experience_years_min":3,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":false,"languages":[{"language":"Spanish","level":"Advanced (C1)","optional":false},{"language":"English","level":"Advanced (C1)","optional":false}]},"benefits":[],"hiring_locations":[{"name":"Mexico","iso":"MX","kind":"country"}],"hiring_excludes":[],"relocation_offered":true,"industries":["Oncology Therapeutics","Neurology & CNS Therapeutics","Immunology & Inflammation Therapeutics","Cardiometabolic Therapeutics"],"lifecycle":[{"event":"open","at":"2026-10-27T01:25:48Z"}],"visa":[],"liveness":{"score":63,"band":"ok","label":"Likely open","p_open":1,"p_active":0.632,"p_room":1,"age_days":1,"expected_fill_days":29,"reasons":["conf:4","stale_co","velocity","win:early","comp:brand"],"computed_at":"2026-10-27T05:46:45Z"},"pay":null,"html_url":"https://alion.io/job/novartis-administrative-assistant-office-coordinator","json_url":"https://alion.io/job/novartis-administrative-assistant-office-coordinator.json","meta":{"generated_at":"2026-10-27T23:35:25Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":15715,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-28T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":5824},"rest":"https://alion.io/mcp/rest/get_company?id=5824"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fnovartis-administrative-assistant-office-coordinator"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fnovartis-administrative-assistant-office-coordinator"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fnovartis-administrative-assistant-office-coordinator"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/novartis-administrative-assistant-office-coordinator\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fnovartis-administrative-assistant-office-coordinator"}]}