Execution & Excellence Project Coordinator

Description

Summary: The EE Project Coordinator orchestrates and executes processes involving external stakeholders, ensuring alignment with excellence standards, governance, and transparency while maintaining compliance and audit-readiness. Highlights: 1. Orchestrate and execute processes with external stakeholders. 2. Ensure full compliance with policies, SOPs, and approval workflows. 3. Drive process standardization and continuous improvement. ### **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