Project Executive Assistant

Are you ready for a new beginning?

We need your talent, knowledge and dedication to better our world with biology.

Our purpose points the way

In Novonesis, we know that solutions rooted in biology can help solve humanity's biggest challenges. Since we began more than a century ago, this has been our guide. It's how we've gotten so far. And it's how we'll impact the future. Now, more than ever, the world needs change. And with biosolutions, the possibilities for transformation are endless.

We're here to better our world with biology.

In this role you'll make an impact by:

1. Calendar management

2. Meeting coordination and MoM

3. Action item follow-ups

4. Travel and logistics

5. Email triaging and light correspondence

6. Presentation preparation

7. Calendar and Schedule Management

8. Maintain and update the calendar, ensuring effective time allocation for meetings, reviews, site visits, and strategic planning.

9. Proactively block time for priority tasks, travel, breaks, and preparation.

10. Resolve scheduling conflicts and anticipate scheduling needs ahead of time.

11. Meeting Coordination and Facilitation

12. Schedule and organize meetings (internal and external), virtual or in-person, including team reviews, vendor meetings, and global stakeholder calls.

13. Prepare and circulate meeting agendas in advance.
14. Record, draft, and distribute Minutes of Meetings (MoMs) with clear action items, owners, and deadlines.

15. Track and follow up on action items from meetings to ensure timely completion.

16. Email and Communication Management

17. Review and prioritize incoming emails and messages on behalf of the Director.

18. Draft, reply to, or flag non-critical communication for review.
19. Maintain confidentiality and tone consistency in all communications.

20. Liaise with internal teams and external partners to ensure timely responses.

21. Travel and Logistics Planning

22. Organize domestic and international travel (flights, accommodation, transport, visa support).

23. Prepare detailed travel itineraries with meeting schedules and contact info.

24. Coordinate with travel teams and vendors for last-minute changes or requirements.

25. Presentation and Document Support

26. Creation of high-quality presentations, reports, dashboards, and briefing materials for project reviews, executive updates, and vendor meetings.

27. Organize and maintain project files, reports, and reference documents.

28. Project and Stakeholder Coordination

29. Serve as a point of contact for internal stakeholders, vendors, and consultants on administrative/project scheduling matters.

30. Help in preparing high-level summaries or reports for project status, milestones, and follow-ups.

31. Support project documentation coordination with teams like engineering, procurement, and validation.

32. Administrative & Operational Support

33. Maintain a system for tracking key deliverables, deadlines, approvals, and signatures.

34. Coordinate with finance or procurement teams for budgeting, invoicing, and vendor payment tracking if required.

35. Manage expense reporting and approvals related to travel and meetings.

36. Confidentiality and Professionalism

37. Handle sensitive information (project data, vendor contracts, strategic discussions) with discretion.

38. Represent the Director professionally in communications and scheduling.

Additional Value the Executive Assistant Can Bring:

• Proactive decision-making on routine matters to reduce micro-involvement.
• Early warning system — flagging delays, schedule overloads, or risks related to meetings/tasks.
• Process improvement — streamlining calendar, travel, or communication workflows.
• Time optimization — ensuring high-value time isn't spent on low-priority tasks.
• Light project coordination — helping ensure documentation or follow-ups are on track between internal teams and consultants/vendors.

Bachelor's Degree in any discipline (preferably in Business Administration, Management, Communications, or a related field) with minimum 3-5 years of Experience

Could our purpose be yours? Then apply today

At Novonesis we commit to an inclusive recruitment process and equality of opportunity for all our job applicants. We recommend you not to attach a cover letter to your application. Instead, please include a few sentences in your resume/CV about why you are applying. To ensure a fair recruitment process, please refrain from adding a photo in your resume/CV.

Novonesis is dedicated to fostering a unique community by embracing and respecting differences. We make all employment decisions based on business needs, ensuring that every individual can thrive, regardless of identity or background such as ethnicity, religion, gender, sexual orientation, age, disability, or veteran status.

Want to learn more?

Learn more about Novonesis, our purpose, and your career opportunities at

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At Novonesis, we are committed to maintaining a safe and transparent recruitment process. Please be aware of potential scams targeting job seekers and take note of the following:

• Novonesis will never ask for sensitive personal information, such as bank account details, Social Security numbers, or passwords, at any stage of the hiring process.
• Novonesis does not make employment offers without conducting interviews with candidates.

If you receive suspicious communication claiming to be from Novonesis, please do not share any personal or financial information. We encourage you to verify the legitimacy of the message by contacting us directly through our official channels.