Job Description
The Vice President of Biologics Science & Technology in our company's Manufacturing Division has an opening for a Lead Administrative Assistant. Candidates must have an interest in and ability to work successfully in a fast-paced, complex work environment. The ideal candidate is a highly motivated and polished professional capable of prioritizing work, demonstrating exceptional organizational and proactive problem-solving skills, professional communication skills, flexibility and teamwork as well experience navigating across an enterprise to access resources and solutions as needed. Some job responsibilities include, but are not limited to:
- Extensive calendar management, requiring advanced coordination and scheduling meetings involving leaders with diverse calendar constraints (including meetings with external colleagues). Ability to negotiate with key partners to resolve schedule conflicts and develop solutions that meet the needs of all participants.
- Scheduling of meetings/town halls/symposia (e.g. invitee lists, food, location, webcasting, materials, etc) which involve large audiences. Aids in drafting and distribution of department-wide communications.
- Develop travel itineraries and coordinates all travel arrangements and logistics for Vice President of
- Works very closely with the Biosciences & Technology Chief of Staff in coordinating overall Biosciences & Technology. leadership team calendar and meeting architectures for Biosciences & Technology.; coordinates execution of activities related to people and culture events across Biosciences & Technology.
- Builds and maintains a strong network across the diverse functions at our company, building high trust relationships with key partners and leaders such as the Discovery Science admin network ect, Leadership team for Biosciences & Technology, Biosciences & Technology Chief of Staff, HR Business Partner, various Site Functions, Executive IT, Learning and Development, Compliance, Payments, and others.
- Leadership of the Biosciences & Technology administrative network, fostering a sense of community and a mindset of continuous improvement. Maintains job aids that describe best practices for admin responsibilities, ensures departmental distribution lists and org charts, headcount are updated, and serves as owner for key departmental Sharepoint sites. Onboards new admins to team and serves as coach/mentor.
- Produces/completes various work assignments requiring advanced analytical ability, independent judgment, creativity and problem-solving skills with minimal supervision.
- Strong time management skills and understanding of the priorities of the Biosciences & Technology leadership team, coordinating multiple tasks to ensure operations in the department run seamlessly and efficiently.
- Commitment to compliance in all aspects of the role, including management of contracts with external consultants, processing of expense reports, handling travel arrangements, payment requests, PO’s, and other job expectations. Cultivates a culture of compliance across the entire admin network in Biosciences & Technology.
- Communication skills must be at a level to effectively interact with company executives and their assistants as well as internal/external clients both on-site and remotely to maintain relations. Handles sensitive information with grace and confidentiality.
- Possesses an intellectual curiosity to learn and develop expertise, especially in the digital space
- Coordinates special projects within Biosciences & Technology and may coordinate special projects within the division/area.
Position Qualifications: (please provide below)
Education Minimum Requirement
- Associates degree required;
- Advanced education or certifications such as (e.g. Certified Administrative Professional, Project Management Professional Certification, Professional in Human Resources Certification) preferred
Required Experience and Skills**:
- Minimum of (10) years of Administrative Assistant experience
- Minimum of (5) years of Administrative experience supporting Executive Directors and above (preferred VP/SVP level roles)
- Advanced computer skills using Office 365 (MS Teams, Outlook, Word, Excel, Power Point, co-pilot)
- Digitally savvy with intellectual curiosity to learn more in the digital space (curiosity and drive to learn emerging AI tools and experiment with using them in the administrative space)
- Ability to handle and prioritize a large number of simultaneous assignments
- Demonstrated experience scheduling and coordinating complex, multi-leg domestic and international travel and processing Visa/Passport Applications
- Event Planning/Coordination experience
- Extraordinary attention to detail and handling of confidential/sensitive information
- Outstanding communication and people skills
- Ability to lead and coordinate administrative needs of large organization via broader team of administrative assistants.
Preferred Experience And Skills
- SAP experience processing Expense Reports, Purchase Orders, Payment Requests, Vendor Add Forms and Hire to Retire.
Current Employees apply HERE
Current Contingent Workers apply HERE
US And Puerto Rico Residents Only
Our company is committed to inclusion, ensuring that candidates can engage in a hiring process that exhibits their true capabilities. Please click here if you need an accommodation during the application or hiring process.
Requirements
As an Equal Employment Opportunity Employer, we provide equal opportunities to all employees and applicants for employment and prohibit discrimination on the basis of race, color, age, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status, or other applicable legally protected characteristics. As a federal contractor, we comply with all affirmative action requirements for protected veterans and individuals with disabilities. For more information about personal rights under the U.S. Equal Opportunity Employment laws, visit:
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EEOC GINA Supplement
We are proud to be a company that embraces the value of bringing together, talented, and committed people with diverse experiences, perspectives, skills and backgrounds. The fastest way to breakthrough innovation is when people with diverse ideas, broad experiences, backgrounds, and skills come together in an inclusive environment. We encourage our colleagues to respectfully challenge one another’s thinking and approach problems collectively.
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U.S. Hybrid Work Model
Effective September 5, 2023, employees in office-based positions in the U.S. will be working a Hybrid work consisting of three total days on-site per week, Monday - Thursday, although the specific days may vary by site or organization, with Friday designated as a remote-working day, unless business critical tasks require an on-site presence.This Hybrid work model does not apply to, and daily in-person attendance is required for, field-based positions; facility-based, manufacturing-based, or research-based positions where the work to be performed is located at a Company site; positions covered by a collective-bargaining agreement (unless the agreement provides for hybrid work); or any other position for which the Company has determined the job requirements cannot be reasonably met working remotely. Please note, this Hybrid work model guidance also does not apply to roles that have been designated as “remote”.
San Francisco Residents Only: We will consider qualified applicants with arrest and conviction records for employment in compliance with the San Francisco Fair Chance Ordinance
Los Angeles Residents Only: We will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance
Search Firm Representatives Please Read Carefully
Merck & Co., Inc., Rahway, NJ, USA, also known as Merck Sharp & Dohme LLC, Rahway, NJ, USA, does not accept unsolicited assistance from search firms for employment opportunities. All CVs / resumes submitted by search firms to any employee at our company without a valid written search agreement in place for this position will be deemed the sole property of our company. No fee will be paid in the event a candidate is hired by our company as a result of an agency referral where no pre-existing agreement is in place. Where agency agreements are in place, introductions are position specific. Please, no phone calls or emails.
Employee Status
Regular
Relocation:
VISA Sponsorship
Travel Requirements:
Flexible Work Arrangements
Hybrid
Shift
Valid Driving License:
Hazardous Material(s)
Required Skills:
Adaptability, Adaptability, Business Planning, Calendar Management, Communication, Confidential Data Handling, Contract Lifecycle Management (CLM), Contract Management, Database Management, Data Entry, Document Management, Event Planning, Facility Management, Fast-Paced Environments, Interpersonal Relationships, Management Process, Meeting Organization, Microsoft Office, Operations Coordination, Prioritization, Process Improvements, Processing Expense Reports, Purchase Order Management, Reporting and Analysis, Scheduling {+ 2 more}
Preferred Skills
Job Posting End Date:
09/15/2025
- A job posting is effective until 11:59:59PM on the day BEFORE the listed job posting end date. Please ensure you apply to a job posting no later than the day BEFORE the job posting end date.
Requisition ID:R364837
