Executive Assistant providing comprehensive support to a deep tech CEO during fundraising. Ensuring timely investor communications and meticulous scheduling across multiple time zones.
About the role
- Executive Assistant managing administrative tasks for global Talent & Development leadership team. Handling confidential matters and coordinating travel, meetings, and financial administration.
Responsibilities
- Provide comprehensive administrative support to your Global Heads of Talent & Development, with elements of support across their teams; support other Leadership Team 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, Global Membership Tool 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
Requirements
- 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
- 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
- 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
- Fluent English (written and verbal); additional proficiency in German is an advantage
- Strong proficiency in Microsoft Word, Outlook, Excel, PowerPoint, and SharePoint, with a general aptitude for information technology and learning new systems (experience with tools such as Req‑to‑Pay, Concur, etc. is an advantage)
- Outstanding organizational and time‑management skills, with strong attention to detail, quality, and clear communication
Benefits
- Monthly pension contribution matching your individual contribution up to 3% of your gross monthly base salary
- Risk Life Insurance (full cost covered by Novartis)
- 5-week holiday per year (1 week above the Labour Law requirement)
- 4 paid sick days within one calendar year in case of absence due to sickness without a medical sickness report
- Cafeteria employee benefit program – choice of benefits from Benefit Plus Cafeteria in the amount of 17,500 CZK per year
- Meal vouchers in amount of 105 CZK for each working day (full tax covered by company)
- MultiSport Card
- Employee Share Purchase Plan
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
Location requirements
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