Senior Associate Administrative Services

Job Description

Position Description:

Senior Associate Administrative Services

This position predominantly provides administrative support to the Associate Vice President and one executive director of AMS with connection across the organization. The position requires excellent organizational skills, professional communication/telephone skills, good judgment, flexibility, and teamwork.

Job Responsibilities

The primary activities include, and are not limited to, the following:

• General and confidential secretarial/clerical/administrative duties.

• High volume of meeting planning and scheduling with global attendees maintaining accuracy, including the scheduling, and the handling of logistics of recurring department meetings and events (both in person and virtual).

• Demonstrated experience scheduling and coordinating complex, multi-leg domestic and international travel, including visa/passport procurement, and expense reporting

• Coordination and performance of multiple tasks while understanding the project principles and technical skills related to own work assignments.

• Communication skills must be at a level to effectively interact with our Company executives and internal/external clients both on-site and remotely to maintain workflow and handle routine correspondence.

• Coordinating special projects within the organization/area including working with Meeting Planning Services and support for off-site events.

• Support the professional management of meetings (virtual and in person) by preparing relevant meeting materials in advance, bios, and travel documents. Coordinate external client visits to our Company, scheduling conference rooms, making AV arrangements and ordering catering services as needed.

• Support virtual meetings using the latest technologies for MS Teams, WebEx, Zoom, Teleconferences and Webcasts, ensuring seamless execution of logistics.

• Managing deadlines for preparation of critical reports including reports for the Board of Directors and Executive Team, etc.

• Expense management and financial budget support, including understanding procurement processes to initiate new Purchase Orders, process invoices and maintain accurate record keeping.

• Maintaining meeting minutes, action items, develop and organize departmental files, including the support and use of MS Team sites.

• Demonstrate an understanding of our Company's policies and procedures, and maintain policy compliance in all aspects of role.

• Provide confidential executive administrative support in handling a variety of business, IT and HR-related activities.

• Cover for other IT administrative assistants as needed.

• Must foster a diverse and inclusive environment.

This position will be in Rahway, NJ.

Position Qualifications:

Education Minimum Requirement:

• Required: High School Diploma

• Preferred: Advanced education or certifications such as (e.g., Certified Administrative Professional, Project Management Professional Certification)

Required Experience and Skills:

• Minimum 8 years Administrative Assistant experience

• Minimum 3 years administrative experience supporting senior or executive level management position

• Excellent written and verbal communication skills

• Advanced computer skills using (MS Outlook, Word, Excel, Power Point) and operation of other Company internal systems (Concur, Workday, etc.)

• SAP/Ariba experience processing Purchase Requisitions, Purchase Orders, and Payment Requests. Vendor Add Forms, as well as running reports

• Organization and time management: Ability to handle and prioritize many simultaneous assignments

• Good judgment and discretion, handle sensitive documents and maintain confidentiality

• Ability to work independently and with little supervision

• Event Planning/Coordination experience

• Extraordinary attention to detail

• Advanced secretarial/clerical abilities with a history of strong performance

• Experience with financial and budget tasks

• High degree of professionalism and sound judgment

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:

$76,000 - $119,700

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:

10%

Flexible Work Arrangements:

Hybrid

Shift:

Not Indicated

Valid Driving License:

No

Hazardous Material(s):

na

Requisition ID:R278434