Lead Associate, Administrative Services

Job Description

The greatest inventions would not be brought to market without the right project management and administrative support. Woven into every part of the organization, our Administrative teams makes sure our concepts become reality.

We are seeking a talented and motivated Lead Associate - Administrative Services to provide comprehensive administrative support to the Corporate Secretary and the Office of the Secretary team in the Office of the General Counsel (OGC). The role will also provide administrative support for the Company’s Board of Directors, including meeting planning and logistics.

Position Description – Lead Associate – Administrative Assistant

This position requires initiative, high attention to detail, good judgment, confidentiality, a strong work ethic, a high degree of accountability, excellent organizational, communication and computer skills, as well as cross-functional teamwork. It also requires the ability to learn quickly and a willingness to continuously acquire new competencies.

The primary responsibilities include, but are not limited to the following:

• General secretarial/clerical duties for the Corporate Secretary and the Office of the Secretary team, including: managing complex calendars; setting up and accepting meeting invitations; gathering and organizing pre-reads and background information for meetings when appropriate; and handling document revisions and proofreading

• Engaging in confidential, frontline communications with members of the Board of Directors and the Executive Team and their assistants, serving as a central point of contact to organize meeting scheduling and logistics and other related duties, including:

  • providing day-to-day support related to Board operations

  • coordinating and booking travel arrangements; preparing itineraries

  • processing invoices for director travel expense reimbursements and other professional services related to the Board

• Supporting, planning and coordinating Board and annual shareholder meetings and meetings with external stakeholders and related duties, including:

  • taking ownership and support of logistics for these events, including travel, venue and meals

  • working with key internal and external partners and vendors on the team in meeting planning and logistics, including coordinating working teams

  • providing on-site support to directors

• Documenting evolving processes and procedures; tracking budgets and assisting with budgeting items for the Office of the Secretary

• Sorting and reviewing correspondence; organizing and maintaining electronic and physical filing systems

• Producing/completing various work assignments requiring advanced analytical ability, independent judgment, creativity and problem-solving skills

• Having collaboration and communication skills needed to interact effectively with Board members, our Company's executives and internal/external clients both on-site and remotely

• Coordinating and performing multiple tasks and being able to work individually and as a team

• Preparing expense reports, purchase orders and payment requests in Concur/SAP – ensuring compliance to our Company's guidelines as well as processing invoices for the Office of the Secretary

• Managing third-party subscriptions and resources, including renewals and memberships for the Office of the Secretary

• Maintaining and ordering supplies

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, Professional in Human Resources Certification)

Required Experience and Skills:

• Minimum of 8 years of Administrative Assistant experience, with at least 3 years of administrative experience supporting senior executives (Executive Director, VP) or above

• Ability to handle and prioritize multiple simultaneous assignments, managing to critical deadlines, with extraordinary attention to detail

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

• Experience with event planning and coordination

• Ability to travel and work outside of regular business hours in connection with Board meetings

• Experience in a legal office/paralegal environment a plus

• Advanced computer skills using MS Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, OneNote, etc.) and enterprise communication and travel solutions (e.g., Teams, WebEx, Concur).

• SAP experience processing: Expense Reports; Purchase Orders and Payment Requests, Vendor Add Forms, as well as the capability to run reports within SAP

• Extensive experience performing administrative work that requires analysis, initiative, leadership, flexibility, tact and independent judgment and impeccable recordkeeping and record retention skills

• Experience with department budgeting a plus

• Ability to handle sensitive data with discretion and confidentiality

• Capacity to adapt and work effectively within a variety of situations, and with various individuals or groups

• Excellent organizational skills

• Innovative ideas and solutions and capacity to identify and eliminate redundant work efforts and inefficient processes

• Experience working in a collaborative team setting

Our Support Functions deliver services and make recommendations about ways to enhance our workplace and the culture of our organization. Our Support Functions include HR, Finance, Information Technology, Legal, Procurement, Administration, Facilities and Security.

Who we are …

We are known as Merck & Co., Inc., Rahway, New Jersey, USA in the United States and Canada and MSD everywhere else. For more than a century, we have been inventing for life, bringing forward medicines and vaccines for many of the world's most challenging diseases. Today, our company continues to be at the forefront of research to deliver innovative health solutions and advance the prevention and treatment of diseases that threaten people and animals around the world.

What we look for …

Imagine getting up in the morning for a job as important as helping to save and improve lives around the world. Here, you have that opportunity. You can put your empathy, creativity, digital mastery, or scientific genius to work in collaboration with a diverse group of colleagues who pursue and bring hope to countless people who are battling some of the most challenging diseases of our time. Our team is constantly evolving, so if you are among the intellectually curious, join us—and start making your impact today.

NOTICE FOR INTERNAL APPLICANTS

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.

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. We are an equal opportunity employer, committed to fostering an inclusive and diverse workplace.

Residents of Colorado

Click here to request this role’s pay range.

New hires in office-based roles in the US & Puerto Rico will be required, subject to applicable law, to demonstrate that they have been fully vaccinated for COVID-19 or qualify for a medical or religious exemption to this vaccination requirement that can be accommodated without an undue burden to the operation. However, subject to applicable law, employees working in roles that the Company determines require routine collaboration with external stakeholders, such as employees in health services, customer facing commercial, or research based roles, will be required to be fully vaccinated as a condition of employment.

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.

For more information about personal rights under Equal Employment Opportunity, visit:

EEOC Poster

EEOC GINA Supplement​

OFCCP EEO 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. We are an equal opportunity employer, committed to fostering an inclusive and diverse workplace.

Residents of Colorado:

Click here to request this role’s pay range.

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:

Relocation:

VISA Sponsorship:

Travel Requirements:

Flexible Work Arrangements:

Shift:

Valid Driving License:

Hazardous Material(s):

Number of Openings:

Requisition ID:R192102