Lead Associate, Administrative Services (Hybrid)

Job Description

Position Description:

Lead Associate, Administrative Services

The Global Communications organization is seeking a talented and motivated Executive Assistant to support our Corporate Communications organization.

This is an ideal position for a career Executive Assistant who works well under pressure, is a self-starter, is passionate about delivering strategic value and wants to work in a dynamic, fastmoving, collaborative environment. This position requires initiative, high attention to detail and the ability to learn quickly with a demonstrated ability and willingness to continuously acquire new competencies. It also requires good judgment, confidentiality, strong work ethic, a high degree of accountability, excellent organizational and computer skills and teamwork.

Primary Responsibilities:

• Manage executive’s calendar and conserve executive’s time by using discretion in setting up and accepting appointments (particularly important during earnings period and other key corporate events); gather pre-reads and background information when appropriate

• Organize and coordinate meetings and teleconferences. Handle and route critical communications from key external and internal stakeholders. Assist in agenda creation and provide meeting minutes where requested. Gather and organize meeting materials in advance. Reserve conference rooms and coordinate with appropriate departments for room-setups, audio-visual needs, security, catering, etc.

• Gather and organize overdue materials and remind executive’s of deadlines, partnering with the Strategy office.

• Handle logistics for quarterly Town Hall meetings, off-site and special purpose meetings and events.

• Receive external visitors and ensure they are properly escorted at all times.

• Handle incoming calls and proactively take care of any routine matters and other requests that can be dealt with by the Executive Assistant.

• Sort and review correspondence on a daily basis. Organize and maintain a filing system in accordance with policy. Process potential adverse event information in accordance with required timelines and established policies.

• Schedule and coordinate complex domestic and international travel; create detailed itineraries and adjust in real time as necessary.

• Manage expense reporting and purchasing.

• Assist with providing approval for resources, accounts, travel, invoices and escalate to management as needed.

• Partner with other Executive Assistants in the department and assists with other responsibilities and tasks as needed

Position Qualifications:

Education Minimum Requirements:

• High School Diploma or Equivalent Required Experience and Skills:

Required Experience and Skills:

• Minimum 7 years administrative experience with at least 3 years supporting an Executive

• Ability to work under pressure with little or no supervision to handle multiple tasks, as well as demonstrate accuracy and attention to detail

• Ability to handle sensitive data with discretion and confidentiality

• Organize, prioritize and coordinate multiple work activities with demonstrated ability to meet deadlines

• Excellent communication skills with the ability to effectively interact with individuals at all levels of the organization

• Forward-thinker, who actively seeks opportunities and proposes solutions.

• Proficiency in using MS Office Suite (Outlook, Word, Excel, PowerPoint, OneNote

Under New York City, Colorado State, Washington State, and California State law, the Company is required to provide a reasonable estimate of the salary range for this job. Final determinations with respect to salary will take into account a number of factors, which may include, but not be limited to the primary work location and the chosen candidate’s relevant skills, experience, and education.

Expected salary range:

$95,600-$150,500

Available benefits include bonus eligibility, health care and other insurance benefits (for employee and family), retirement benefits, paid holidays, vacation, and sick days. For Washington State Jobs, a summary of benefits is listed here.

NOTICEFORINTERNALAPPLICANTS

In accordance with Managers' Policy - Job Posting and Employee Placement, all employees subject to this policy are required to have a minimum of twelve (12) months of service in current position prior to applying for open positions.

If you have been offered a separation benefits package, but have not yet reached your separation date and are offered a position within the salary and geographical parameters as set forth in the Summary Plan Description (SPD) of your separation package, then you are no longer eligible for your separation benefits package. To discuss in more detail, please contact your HRBP or Talent Acquisition Advisor.

Employees working in roles that the Company determines require routine collaboration with external stakeholders, such as customer-facing commercial, or research-based roles, will be expected to comply not only with Company policy but also with policies established by such external stakeholders (for example, a requirement to be vaccinated against COVID-19 in order to access a facility or meet with stakeholders). Please understand that, as permitted by applicable law, if you have not been vaccinated against COVID-19 and an essential function of your job is to call on external stakeholders who require vaccination to enter their premises or engage in face-to-face meetings, then your employment may pose an undue burden to business operations, in which case you may not be offered employment, or your employment could be terminated. Please also note that, where permitted by applicable law, the Company reserves the right to require COVID-19 vaccinations for positions, such as in Global Employee Health, where the Company determines in its discretion that the nature of the role presents an increased risk of disease transmission.

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.

We are an Equal Opportunity Employer, committed to fostering an inclusive and diverse workplace. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability status, or other applicable legally protected characteristics. For more information about personal rights under the U.S. Equal Opportunity Employment laws, visit:

EEOC Know Your Rights

EEOC GINA Supplement

Pay Transparency Nondiscrimination

We are proud to be a company that embraces the value of bringing diverse, talented, and committed people together. The fastest way to breakthrough innovation is when diverse ideas 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, generally Tuesday, Wednesday and either Monday or 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”.

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:

No relocation

VISA Sponsorship:

No

Travel Requirements:

No Travel Required

Flexible Work Arrangements:

Shift:

1st - Day

Valid Driving License:

No

Hazardous Material(s):

N/A

Requisition ID:R278445