Sr. Associate, Administrative Assistant

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.

Summary, Focus and Purpose
The Senior Associate, Administrative Assistant directly supports the Associate Vice President, Enterprise Planning & Risk Management, the Executive Director, Risk Management and the Executive Director, Strategy Development. The Senior Associate will conduct and manage administrative tasks to support the overall team through collaboration, and will also be an effective team member by efficiently prioritizing assignments and applying independent follow-through to help the team achieve goals. The position will be based in Rahway, NJ.

The primary activities of the Senior Associate position include and are not limited to the following:

Key Functions

• Coordinate team meeting schedules, travel documents, schedule conference rooms as needed, and support virtual meetings using the latest technologies for MS TEAMS, Teleconferences and Webcasts, ensuring seamless execution of logistics

• Manage travel itineraries for company visits and external engagements, and process expense reports

• Support department procurement needs including purchase orders, invoice payment and expense tracking; Create excel financial budget tracking spreadsheets for managers department for T&E and purchase orders

• Provide confidential executive administrative support in handling a variety of requests, including business and HR related correspondence

• Manage electronic storage, access and routine updates to Corporate Crisis Management Program reference documents 

• Coordinate special projects within the division/department

• Provide coverage for other leadership team administrative assistants as needed

• Prepare, process and reconcile expense reports, purchase orders and payment requests as needed within ATLAS and COMET.

• Support the use of Team/SharePoint Sites

• Create and distribute correspondence communications

• Respond effectively and in a timely manner to numerous external stakeholders

• Create, maintain, and work with distribution lists

Education

• 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 & skills:

• Minimum of (10) years Administrative Assistant experience and five (5) years administrative experience supporting Sr. Directors / Executives

• Advanced computer skills using (MS Outlook, Word, Excel, Power Point) and operation of other related programs

• Demonstrated experience scheduling and coordinating complex, multi-leg domestic and international travel

• Experience processing Visa/Passport Applications

• SAP experience processing Expense Reports, Purchase Orders, Payment Requests. Vendor Add Forms, as well as run reports within SAP

• Ability to handle and prioritize many simultaneous assignments

• Strong Event Planning/Coordination experience

• Budget/Finance Management experience

• Extraordinary attention to detail

• Outstanding communication and people skills are necessary for daily interaction with Senior Management

• Ability to work independently and be a “self-starter” with the strong ability to prioritize

• Comfort managing periodic unexpected events with urgency and adaptability    

• High degree of professionalism and sound judgment

Role:

• Office Based Hybrid Schedule

#MSJR

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.

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:

$78,700 - $123,800

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. 

Current Employees apply HERE

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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, 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:

Relocation:

VISA Sponsorship:

Travel Requirements:

Flexible Work Arrangements:

Shift:

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Hazardous Material(s):

Job Posting End Date:

*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.