Merck
Executive Assistant- Biologics Science & Technology - Hybrid
Merck, West Point, Pennsylvania, us, 19486
Lead Administrative Assistant
The Vice President of Biologics Science & Technology in our company's Manufacturing Division has an opening for a Lead Administrative Assistant. Candidates must have an interest in and ability to work successfully in a fast-paced, complex work environment. The ideal candidate is a highly motivated and polished professional capable of prioritizing work, demonstrating exceptional organizational and proactive problem-solving skills, professional communication skills, flexibility and teamwork as well experience navigating across an enterprise to access resources and solutions as needed. Some job responsibilities include, but are not limited to: Extensive calendar management, requiring advanced coordination and scheduling meetings involving leaders with diverse calendar constraints (including meetings with external colleagues). Ability to negotiate with key partners to resolve schedule conflicts and develop solutions that meet the needs of all participants. Scheduling of meetings/town halls/symposia (e.g. invitee lists, food, location, webcasting, materials, etc) which involve large audiences. Aids in drafting and distribution of department-wide communications. Develop travel itineraries and coordinates all travel arrangements and logistics for Vice President of Works very closely with the Biosciences & Technology Chief of Staff in coordinating overall Biosciences & Technology. leadership team calendar and meeting architectures for Biosciences & Technology.; coordinates execution of activities related to people and culture events across Biosciences & Technology. Builds and maintains a strong network across the diverse functions at our company, building high trust relationships with key partners and leaders such as the Discovery Science admin network ect, Leadership team for Biosciences & Technology, Biosciences & Technology Chief of Staff, HR Business Partner, various Site Functions, Executive IT, Learning and Development, Compliance, Payments, and others. Leadership of the Biosciences & Technology administrative network, fostering a sense of community and a mindset of continuous improvement. Maintains job aids that describe best practices for admin responsibilities, ensures departmental distribution lists and org charts, headcount are updated, and serves as owner for key departmental Sharepoint sites. Onboards new admins to team and serves as coach/mentor. Produces/completes various work assignments requiring advanced analytical ability, independent judgment, creativity and problem-solving skills with minimal supervision. Strong time management skills and understanding of the priorities of the Biosciences & Technology leadership team, coordinating multiple tasks to ensure operations in the department run seamlessly and efficiently. Commitment to compliance in all aspects of the role, including management of contracts with external consultants, processing of expense reports, handling travel arrangements, payment requests, PO's, and other job expectations. Cultivates a culture of compliance across the entire admin network in Biosciences & Technology. Communication skills must be at a level to effectively interact with company executives and their assistants as well as internal/external clients both on-site and remotely to maintain relations. Handles sensitive information with grace and confidentiality. Possesses an intellectual curiosity to learn and develop expertise, especially in the digital space Coordinates special projects within Biosciences & Technology and may coordinate special projects within the division/area. Position Qualifications:
(please provide below) Education Minimum Requirement: Associates degree required; Advanced education or certifications such as (e.g. Certified Administrative Professional, Project Management Professional Certification, Professional in Human Resources Certification) preferred Required Experience and Skills**: Minimum of (10) years of Administrative Assistant experience Minimum of (5) years of Administrative experience supporting Executive Directors and above (preferred VP/SVP level roles) Advanced computer skills using Office 365 (MS Teams, Outlook, Word, Excel, Power Point, co-pilot) Digitally savvy with intellectual curiosity to learn more in the digital space (curiosity and drive to learn emerging AI tools and experiment with using them in the administrative space) Ability to handle and prioritize a large number of simultaneous assignments Demonstrated experience scheduling and coordinating complex, multi-leg domestic and international travel and processing Visa/Passport Applications Event Planning/Coordination experience Extraordinary attention to detail and handling of confidential/sensitive information Outstanding communication and people skills Ability to lead and coordinate administrative needs of large organization via broader team of administrative assistants. Preferred Experience and Skills: SAP experience processing Expense Reports, Purchase Orders, Payment Requests, Vendor Add Forms and Hire to Retire.
The Vice President of Biologics Science & Technology in our company's Manufacturing Division has an opening for a Lead Administrative Assistant. Candidates must have an interest in and ability to work successfully in a fast-paced, complex work environment. The ideal candidate is a highly motivated and polished professional capable of prioritizing work, demonstrating exceptional organizational and proactive problem-solving skills, professional communication skills, flexibility and teamwork as well experience navigating across an enterprise to access resources and solutions as needed. Some job responsibilities include, but are not limited to: Extensive calendar management, requiring advanced coordination and scheduling meetings involving leaders with diverse calendar constraints (including meetings with external colleagues). Ability to negotiate with key partners to resolve schedule conflicts and develop solutions that meet the needs of all participants. Scheduling of meetings/town halls/symposia (e.g. invitee lists, food, location, webcasting, materials, etc) which involve large audiences. Aids in drafting and distribution of department-wide communications. Develop travel itineraries and coordinates all travel arrangements and logistics for Vice President of Works very closely with the Biosciences & Technology Chief of Staff in coordinating overall Biosciences & Technology. leadership team calendar and meeting architectures for Biosciences & Technology.; coordinates execution of activities related to people and culture events across Biosciences & Technology. Builds and maintains a strong network across the diverse functions at our company, building high trust relationships with key partners and leaders such as the Discovery Science admin network ect, Leadership team for Biosciences & Technology, Biosciences & Technology Chief of Staff, HR Business Partner, various Site Functions, Executive IT, Learning and Development, Compliance, Payments, and others. Leadership of the Biosciences & Technology administrative network, fostering a sense of community and a mindset of continuous improvement. Maintains job aids that describe best practices for admin responsibilities, ensures departmental distribution lists and org charts, headcount are updated, and serves as owner for key departmental Sharepoint sites. Onboards new admins to team and serves as coach/mentor. Produces/completes various work assignments requiring advanced analytical ability, independent judgment, creativity and problem-solving skills with minimal supervision. Strong time management skills and understanding of the priorities of the Biosciences & Technology leadership team, coordinating multiple tasks to ensure operations in the department run seamlessly and efficiently. Commitment to compliance in all aspects of the role, including management of contracts with external consultants, processing of expense reports, handling travel arrangements, payment requests, PO's, and other job expectations. Cultivates a culture of compliance across the entire admin network in Biosciences & Technology. Communication skills must be at a level to effectively interact with company executives and their assistants as well as internal/external clients both on-site and remotely to maintain relations. Handles sensitive information with grace and confidentiality. Possesses an intellectual curiosity to learn and develop expertise, especially in the digital space Coordinates special projects within Biosciences & Technology and may coordinate special projects within the division/area. Position Qualifications:
(please provide below) Education Minimum Requirement: Associates degree required; Advanced education or certifications such as (e.g. Certified Administrative Professional, Project Management Professional Certification, Professional in Human Resources Certification) preferred Required Experience and Skills**: Minimum of (10) years of Administrative Assistant experience Minimum of (5) years of Administrative experience supporting Executive Directors and above (preferred VP/SVP level roles) Advanced computer skills using Office 365 (MS Teams, Outlook, Word, Excel, Power Point, co-pilot) Digitally savvy with intellectual curiosity to learn more in the digital space (curiosity and drive to learn emerging AI tools and experiment with using them in the administrative space) Ability to handle and prioritize a large number of simultaneous assignments Demonstrated experience scheduling and coordinating complex, multi-leg domestic and international travel and processing Visa/Passport Applications Event Planning/Coordination experience Extraordinary attention to detail and handling of confidential/sensitive information Outstanding communication and people skills Ability to lead and coordinate administrative needs of large organization via broader team of administrative assistants. Preferred Experience and Skills: SAP experience processing Expense Reports, Purchase Orders, Payment Requests, Vendor Add Forms and Hire to Retire.