Job Description
&The Senior Administrative Services Associate provides high-level administrative support to the Executive Director at a dynamic manufacturing site. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate is proactive, detail-oriented, and capable of handling confidential information with professionalism.
Key Responsibilities
- Leadership Support:
- Manage complex calendars, schedule meetings, and coordinate travel arrangements.
- Prepare and edit correspondence, reports, presentations, and other documents.
- Serve as a liaison between leaders and internal/external stakeholders.
- Site Coordination:
- Support site-wide communications and initiatives led by the Executive Director.
- Assist in planning and executing site events, town halls, and leadership visits.
- Maintain awareness of site operations to anticipate administrative needs.
- Administrative Operations:
- Manage interview scheduling, expense reports, purchase orders, and other administrative transactions.
- Maintain organized filing systems (digital and physical) for executive documentation.
- Track and follow up on action items and deadlines.
- Project Support:
- Assist with special projects and initiatives as assigned by leadership.
- Compile data and prepare summaries or reports for executive review.
Qualifications
- Required Education:
- High school diploma or equivalent required.
- Associate’s or Bachelor’s degree preferred
- Experience:
- Minimum of eight (8) years of administrative experience (or equivalent), preferably supporting senior leadership.
- Proven ability to effectively and efficiently manage calendars for multiple executives, including complex scheduling, time-zone coordination, and prioritization.
- Demonstrated experience with project coordination: tracking timelines, deliverables, and cross-functional follow-up.
- Experience with event planning and coordination (internal town halls, offsites, investor meetings, client events).
- Experience with expense reporting and budget tracking: reconciling credit card statements and submitting reports.
- Office management and vendor coordination experience: managing supplies, facilities requests, and vendor relationships.
- Expert with productivity suites: advanced Microsoft Office (Outlook, Word, Excel, PowerPoint) and/or Google Workspace
- Experience with calendar and scheduling tools including Outlook/Exchange, Google Calendar, Calendly, Doodle
- Experience with travel and expense tools including Concur, Expensify, SAP Concur.
- Experience with collaboration and project tools including Slack, Microsoft Teams, Asana, Trello, Monday.com, Notion.
- Experience with video conferencing platforms including Zoom, Webex, Google Meet.
- Basic IT troubleshooting - the ability to manage AV for meetings.
- Excellent written and verbal communication skills.
- Strong decision making and judgement ability: Prioritization under ambiguity and shifting priorities; Gatekeeping: screening requests and protecting executive time effectively; Ability to escalate appropriately and make low-to-medium impact decisions independently.
- Demonstrated experience handling confidential and sensitive information with discretion and integrity
- Experience preparing materials for board meetings and understanding governance processes.
- Strong time management and problem-solving abilities.
- Experience in a manufacturing or industrial environment is a plus.
Work Environment
- This is an on-site role at a manufacturing facility.
- May require occasional flexibility in hours.
#MSJR
Required Skills
Accountability, Accountability, Communication, Communication Management, Data Entry, Document Management, Event Planning, Executive Business Management, Executive Summary, File Management, Financial Budgeting, Microsoft Office, Microsoft Office Support, Office Applications, Office Equipment, Presentation Preparations, Process Improvements, Project Management, Project Support, Purchase Orders, Scheduling, Scheduling Interviews, Software Proficiency, Stakeholder Engagement, Stakeholder Relationship Management {+ 5 more}
Preferred Skills
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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:
EEOC Know Your Rights
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.
Learn more about your rights, including under California, Colorado and other US State Acts
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
Not Applicable
Shift
Valid Driving License:
Hazardous Material(s)
Job Posting End Date:
11/6/2025
- 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:R371608
