Sr Associate, Administrative Services

Job Description

This role will be supporting the leaders of two organizations in Global Supplier Management Group / Global Workplace and Enterprise Services .  The first is the Digital Strategy and Global IT Procurement Team.  This integrated team, which also includes Data & Analytics, will leverage its collective expertise to maximize our digital capabilities and ensure we are well-positioned to meet the evolving needs of our customers and stakeholders.  The second is the Business Operations team, which includes two areas of focus.  First, the Central Functions Sourcing and Contracting team is a global team that provides sourcing and contracting excellence thru efficient processes and close partnership with our category leaders.  The second area focuses on preparing Global Supplier Management Group / Global Workplace and Enterprise Services for the upcoming global (Enterprise Resource Planning) transition to S4 Hana.

We are seeking a talented and motivated Senior Administrative Assistant to support 2 Associate Vice Presidents. This is an ideal position for an Assistant who is well organized, proactive, a self-starter, and wants to work in a dynamic, fast-moving, and collaborative environment. This position requires initiative, high attention to detail, and the ability to learn quickly and to regularly seek new competencies. It also requires good judgment, confidentiality, a strong work ethic, ability to work in a fast-paced environment, excellent organizational and computer skills, and teamwork.

Primary duties include but are not limited to:

• Provide the needed general support for 2 AVPs and their teams.  Includes traditional administrative duties, including but not limited to coordination of meetings and managing calendars across time-zones, setting up travel plans, managing expense reporting, setting up interviews/onboarding, and managing Microsoft teams.

• Support the development and use of Team Sites and be responsible for the maintenance of organizational distribution lists.

• Coordination of special projects, workshops, and events within the organization.

• Coordination of quarterly department town halls which includes setting up webcasts and obtaining conference rooms for multiple locations and arranging for food services.

• Creation and maintenance of POs and Payment Requests.

• Assisting with HR transactions on behalf of the AVPs.

• Hosting and running the weekly Global Sourcing Committee (GSC) meetings. 

• Create and maintain the Global Supply Chain Chair Schedule. Create weekly meeting requests and coordinate conference rooms.  Create and distribute the weekly agenda and data files. 

• Utilize Ariba to gather and create data files; manage all information and create folders in SharePoint to store this information.  Communicate weekly with project owners to obtain information, answer questions, and coordinate supplemental power point decks. 

• Create the Global Supply Chain Metrics report weekly and create the Global Supply Chain Action Items document for the Chair.   Generate/disseminate emails during the course of the week for Global Supply Chain processes.

Skills and qualities key to being successful:

• Work requires the coordination and performance of multiple tasks while understanding the project principles and technical skills related to the work assignments.

• Ability to complete work priorities and activities with little supervision.

• Ability to complete various work assignments requiring advanced analytical ability, independent judgment, creativity, and problem-solving skills.

• Handle confidential information in a professional manner.

• Effectively interact with our company executives and internal/external clients both on-site and across the company.

• Experience with financial and budget tasks.

• Close collaboration with the other administrative professionals supporting the GSMG/GWES leadership team.

Educational Qualifications:

• Required: High School Diploma or equivalent.

• Preferred: Advanced education or certifications (e.g. AA, BA, Certified Administrative Professional).

Required Experience and Skills:

• Ability to work in a busy, fast-paced environment. Advanced computer skills using Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams, etc.).

• SAP processing: Expense Reports; Purchase Orders and Payment Requests.

• Ability to adapt to a rapidly evolving and complex work
  environment while being cognizant of different cultural nuances and time zones.

• Advanced administrative abilities with a history of high performance.

• Demonstrated ability to rapidly learn new skills, develop a nuanced understanding of critical stakeholders and priorities and to apply situational leadership.

• Continuous improvement mindset.

• Ability to handle and prioritize a large number of simultaneous
  assignments with demonstrated attention to detail.

• Outstanding communication and people skills.

Preferred Experience and Skills:

• 8 or more years Administrative Assistant experience.

• 3 or more years in Executive Administration supporting senior executives (Sr. Director, Executive Director, Vice President or above).

#MSJR

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.

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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:

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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

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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. 

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