Executive Assistant

Job Description Summary

#LI-Hybrid

Internal title: Administrative Professional

Primary location: Prague, Czech Republic
Additional location: Ljubljana, Slovenia

Novartis is unable to offer relocation support for this role: please only apply if this location is accesible for you.

We are welcoming a highly professional, experienced, and motivated Executive Assistant to support multiple members of the global Talent & Development leadership team. In this role, you will manage sensitive and confidential matters with discretion, operate autonomously, and proactively anticipate needs while strengthening collaboration and ways of working. The role offers high visibility and close partnership with leadership, making it ideal for an Executive Assistant who thrives in a fast‑paced environment and enjoys influencing outcomes and driving continuous improvement.

 

Job Description

Key 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

Essential 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

Desirable Requirements 

• Previous experience in a similar position

 

Skills Desired