Executive Assistant, US Commercial Biosimilars

Job description

Job Description Summary The Administrative Assistant serves as a trusted business partner to the Biosimilar Leadership Team, providing high-quality administrative and operational. This role is responsible for managing complex calendars, coordinating meetings and travel, processing expenses, facilitating team communications, and ensuring seamless day-to-day operations. Success in this role requires exceptional organization, sound judgment, strong attention to detail, and the ability to thrive in a fast-paced, global, and highly collaborative environment. Job Description Sandoz continues to go through an exciting and transformative period as a global leader and pioneering provider of sustainable Biosimilar and Generic medicines. As we continue down this new and ambitious path, unique opportunities will present themselves, both professionally and personally. Join us, the future is ours to shape! Position Location: This position will be located in Mexico City, Mexico. The role is expected to follow the applicable local hybrid working approach for Mexico City-based associates. Major Accountabilities / Your Key Responsibilities: Provide comprehensive administrative support to the biosimilar leadership team, including calendar management, meeting coordination, travel planning, expense reporting, and day-to-day administrative support. Manage and process expense reports for three sales leaders, ensuring timely submission, accurate documentation, and compliance with company policies. Coordinate complex domestic and international travel arrangements, including itineraries, travel changes, visa or documentation requirements, and travel-related logistics. Proactively manage executive calendars, balancing competing priorities, resolving scheduling conflicts, and coordinating across multiple time zones and stakeholders. Organize and support leadership meetings, team meetings, workshops, town halls, and off-site events, including agendas, logistics, meeting materials, catering, and virtual meeting support. Monitor and track follow-up actions resulting from meetings, helping ensure timely completion of commitments and action items. Support administrative business processes, including confidentiality agreements (CDAs), purchase orders, LEAH-related requests, and other operational documentation as needed. Prepare, edit, format, and distribute presentations, reports, correspondence, spreadsheets, and other business materials with a high degree of accuracy and professionalism. Maintain organized electronic records, shared team resources, distribution lists, and departmental documentation. Serve as a professional point of contact for internal and external stakeholders while maintaining the highest level of confidentiality and discretion. Anticipate administrative needs, proactively identify solutions, and help optimize the effectiveness and productivity of supported leaders. Contribute to a positive team culture by supporting collaboration, communication, and operational excellence across the Biosimilar organization. Key Capabilities Required: · Strong organizational and prioritization skills · Executive calendar and schedule management · Meeting and event coordination · Travel and expense administration · Professional communication and stakeholder management · Attention to detail and follow-through · Confidentiality, discretion, and sound judgment · Proficiency in Microsoft 365 and business systems Job Dimensions: Number of associates: Individual contributor; no direct reports Impact on the organization (low / moderate / high): Moderate What you’ll bring to the role: Required Qualifications: Education & Experience (Required): High school diploma or equivalent required; associate degree or relevant post-secondary education is a plus. At least 3 years of administrative support experience in a professional office environment. Demonstrated experience with calendar management, meeting coordination, travel arrangements, and expense reporting. Proficiency in Microsoft Outlook, Teams, Word, Excel, PowerPoint, and SharePoint. Strong written and verbal communication skills. Excellent organization, time management, accuracy, and attention to detail. Ability to manage multiple priorities, adapt to changing needs, and work with limited supervision. Professional judgment and discretion when handling confidential or sensitive information. Preferred Requirements: Administrative experience in the pharmaceutical, biotechnology, healthcare, or another regulated industry. Experience supporting a global or cross-functional organization and familiarity with Concur, SAP, Workday, or similar enterprise systems. Skills Desired