Executive Assistant & Project Coordinator-Princeton, NJ.

dsm-firmenich•Princeton, NJ

17h•Onsite

About The Position

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.

Requirements

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.
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.)

Nice To Haves

Bilingual in French a plus.

Responsibilities

Manage complex calendars (schedule, confirm, adjust, and prepare appointments), organize global distribution lists, anticipate needs, and act with discretion and urgency.
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.
Arrange international travel and accommodations regularly; prepare and reconcile expense reports; support visit logistics and on-site agendas.
Track the flow of specific project briefs and from intake to completion; confirm scope, maintain timelines, participants, and resourcing; escalate risks and issues early.
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.
Create purchase orders, onboard new suppliers, and manage follow-ups to completion and approvals.

Benefits

Unique career paths across health, nutrition and beauty
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
Growth that keeps up with you
A culture that lifts you up
A community where your voice matters
annual incentive pay
a retirement savings plan
health care coverage
paid time off
recognition programs