Executive Assistant & Coordinator

About the role

The Executive Assistant / Coordinator provides comprehensive administrative and purchasing support to ensure timely delivery of services that keep operations running smoothly. The role combines complex administrative tasks, strategic planning, stakeholder engagement and 24/7 emergency support within a fast‑paced, cross‑cultural environment.

Key responsibilities

• Deliver general administrative support, handling complex assignments independently.
• Participate in strategic planning processes and advise internal and external teams on departmental guidelines.
• Initiate, modify and coordinate new or updated work processes.
• Act as project coordinator for administrative initiatives, overseeing design, planning, implementation and communication.
• Mentor temporary staff or apprentices and manage limited project coordination tasks.
• Engage stakeholders proactively to meet on‑site client expectations through high‑level customer service.
• Manage service vendors to ensure on‑time delivery and handle 24/7 emergency call support and site attendance.
• Report technical complaints, adverse events or special case scenarios related to Novartis products within 24 hours.
• Distribute marketing samples where applicable.

Required profile

• Experience managing crises and working across cultures.
• Proven ability to collaborate across organizational boundaries.
• Strong decision‑making, resource management and creative visioning.
• Assertiveness, conflict management and willingness to challenge the status quo.
• Influencing, persuasion and transaction deal structuring skills.
• Understanding of franchise strategy, stakeholder analysis and prioritisation.
• Fluency in English and Ukrainian.

Required skills

• Proficiency in English language.
• Proficiency in Ukrainian language.

What we offer

• Opportunity to work for a global leader in pharmaceuticals.
• Collaborative environment that values innovation and community.
• Access to professional development resources and a supportive culture.