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 primary work location. Salary: $75,000-$85,000

In addition to base salary, we also offer a comprehensive total rewards package, inclusive of annual incentive pay, a retirement savings plan, health care coverage, paid time off, recognition programs and a broad range of other benefits. All benefits and incentives are subject to eligibility requirements.

About dsm-firmenich

At dsm-firmenich, we don’t just meet expectations – we go beyond them.

Join our global team powered by science, creativity, and a shared purpose: to bring progress to life.

From elevating health to making fortified food and sustainable skincare, the impact of your work here will be felt by millions – every single day. Whether it’s fragrance that helps you focus, alternative meat that’s better for the planet, or reducing sugar without losing flavor, this is where you help shape the future of nutrition, health, and beauty for everyone, everywhere.

And while you’re making a difference, we’ll make sure you’re growing too. With learning that never stops, a culture that lifts you up and the freedom to move across businesses, teams, and borders. Your voice matters here. And your ideas? They’re essential to our future. 

Because real progress only happens when we go beyond, together.

DEI and equal opportunity statement

At dsm-firmenich, we believe being a force for good starts with the way we treat each other. When people feel supported, included, and free to be themselves, they do their best work – and that’s exactly the kind of culture we’re building. A place where opportunity is truly equal, authenticity is celebrated, and everyone has the chance to grow, contribute, and feel they belong.

We’re proud to be an equal opportunity employer, and we’re serious about making our hiring process as fair and inclusive as possible. From inclusive language and diverse interview panels to thoughtful sourcing, we’re committed to reflecting the world we serve.

We welcome candidates from all backgrounds — no matter your gender, ethnicity, sexual orientation, or anything else that makes you, you.

And if you have a disability or need any support through the application process, we’re here to help – just let us know what you need, and we’ll do everything we can to make it work.

Agency statement

We’re managing this search directly at dsm-firmenich. If you’re applying as an individual, we’d love to hear from you. We’re not accepting agency submissions or proposals involving fees or commissions for this role.