Executive Assistant & Project Coordinator (Project Management)

Location: Princeton, NJ, US

On-site

 

This role provides high-level executive support while also coordinating day-to-day project management activities that keep cross-functional work on track. The Executive Assistant & Project Coordinator serves as a key connector across the different departments—driving clear communication, strong organization, and on-time delivery of commitments. The role manages complex calendars and travel, prepares executive-ready communications, and supports project execution by tracking timelines, resources, documentation, and action items project start to deployment.

Your Key Responsibilities

• Executive support: Manage complex calendars (schedule, confirm, adjust, and prepare appointments), organize global distribution lists, anticipate needs, and act with discretion and urgency.

• Meetings & communications: Plan and coordinate internal and global meetings; prepare agendas and pre-reads; attend meetings as needed, capture minutes, and publish action items with owners and due dates.
• Travel & expenses: Arrange international travel and accommodations regularly; prepare and reconcile expense reports; support visit logistics and on-site agendas.
• Project coordination / brief management: Track the flow of specific project briefs and from intake to completion; confirm scope, maintain timelines, participants, and resourcing; escalate risks and issues early.
• Systems, data and email management: Maintain accurate project and team records (cross-reference databases, Project Master, supplier files, sharepoint sites, email distribution lists).  Coordinate, draft and edit presentations and email correspondence for review.
• Procurement and vendor support (SAP): Create purchase orders, onboard new suppliers, and manage follow-ups to completion and approvals.

 

We offer

• Unique career paths across health, nutrition and beauty - explore what drives you and get the support to make it happen

• A chance to impact millions of consumers every day – sustainability embedded in all we do
• A science led company, cutting edge research and creativity everywhere – from biotech breakthroughs to sustainability game-changers, you’ll work on what’s next
• Growth that keeps up with you – you join an industry leader that will develop your expertise and leadership
• A culture that lifts you up – with collaborative teams, shared wins, and people who cheer each other on.
• A community where your voice matters – it is essential to serve our customers well.

 

You Bring

• Associate’s degree with relevant experience or Bachelor’s degree preferred. 2–5 years of experience in an Executive Assistant role or similar senior administrative position supporting leaders. Bilingual in French a plus.
• Experience with SAP (purchase orders, supplier setup, follow-ups) and/or pricing or project tracking systems (e.g., Project Master).
• Prior experience coordinating project/brief workflows (timelines, samples, documentation, and deliverables) in a commercial or client-facing environment.

• Self-starter with ability to work both independently/autonomously and in collaboration with various individuals across a diverse range of cultures and backgrounds. Strong communication, planning, and organizational skills; proven ability to coordinate across functions and levels

• Demonstrated ability to manage multiple priorities in a fast-paced environment with strong attention to detail.  Feels confident and comfortable to ask questions for clarification.
• Extreme proficiency with Microsoft 365 tools, especially Outlook, Teams, Excel, PowerPoint, and Word.  Demonstrated proficiency and comfortable using social media (Instagram), AI/digital tools (copilot, chatgpt, etc.)

 

The salary scale provided reflects the pay range dsm-firmenich expects to pay the successful candidate for the position. Individual pay offered will be based on the applicant’s job-related skills, experience, relevant education, or training, and prim