Execution & Excellence Project Coordinator

Summary

The EE Project Coordinator is responsible for the end\-to\-end coordination and execution of processes involving external stakeholders, ensuring alignment with Execution Excellence standards, governance, policies, SOPs and transparency requirements. The role acts as a central orchestrator and gatekeeper ensuring compliant, documented and audit\-ready execution.

About the Role

Major Accountabilities

• Coordinate end\-to\-end execution of processes involving external stakeholders, ensuring structured planning, tracking, and timely delivery.


• Act as governance gatekeeper, ensuring full compliance with policies, SOPs, controls, and approval workflows.


• Validate documentation and approvals prior to execution, ensuring completeness, accuracy, and audit readiness.


• Ensure accurate, complete, and timely submission of transparency\-related data in line with local and global requirements


• Coordinate external vendors, ensuring compliance, deliverable quality, and full activity traceability.


• Monitor execution, identify risks or deviations, and drive corrective actions in a timely manner.


• Drive process standardization and continuous improvement, increasing efficiency and reducing errors.


• Guide stakeholders on correct process execution, governance requirements, and workflows.


• Ensure adherence to Ethics, Risk \& Compliance standards, supporting internal controls and audit processes.


• Manage systems supporting EE processes, ensuring data accuracy, completeness, and consistency across platforms.


• Perform data reconciliation across systems, resolving discrepancies and ensuring transparency, traceability, and data integrity.

Key Performance Indicators (Suggested priority KPIs \**italicized*)

• Coordinates meetings and administrative support activities with precision, ensuring compliance with all requirements.


• Maintains documentation and records to ensure information is complete, reliable, and audit\-ready.


• Follows internal policies and approval workflows to support Ethics, Risk \& Compliance standards.


• Ensures transparency reporting in all data processing activities, making information accessible and traceable for stakeholders.


• Processes purchase orders, invoices, payments, and data reconciliation accurately and on time across all platforms.


• Delivers proactive communication and resolves issues to achieve stakeholder satisfaction and guide process execution.


• Drives continuous improvement in administrative and operational processes for greater efficiency and fewer errors.

Ideal Background

Education:

• Bachelor’s degree is advantageous but not essential.

Languages:

• Local language.


• Fluent English.

Experience/Professional Requirement:

Relevant Experience

• 2–3 years’ experience in a coordination, administration, sales support, marketing support, or general secretarial role.


• Ability to work autonomously and manage competing priorities.


• Strong customer service, communication, and stakeholder management skills.


• Strong planning, organization, accountability, and time management capabilities.


• Experience working across systems, processes, and multiple stakeholder groups.


• Ability to apply compliance requirements, policies, and operational procedures in day\-to\-day work.


• Problem Solving \& Continuous Improvement


• Proactive mindset with a focus on continuous improvement and efficient execution.

Why 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

Benefits and Rewards: Learn about all the ways we’ll help you thrive personally and professionally.

Read our handbook (PDF 30 MB)

Division
International
Business Unit
General Management
Location
Portugal
Site
Sintra
Company / Legal Entity
PT05 (FCRS \= PT005\) PT Pharma
Functional Area
Marketing
Job Type
Full time
Employment Type
Regular
Shift Work
No

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