Sr. Associate, Administrative Assistant

$78,700 - $123,800/Yr

Merck & Co. - Rahway, NJ

Full-time - Mid Level

Onsite - Rahway, NJ

Chemical Manufacturing

About the position

The Senior Associate, Administrative Assistant plays a crucial role in supporting the Associate Vice President of Enterprise Planning & Risk Management, the Executive Director of Risk Management, and the Executive Director of Strategy Development. This position is responsible for managing various administrative tasks, coordinating meetings, travel arrangements, and providing executive support to ensure the team's efficiency and effectiveness in achieving their goals. The role is based in Rahway, NJ, and requires a proactive approach to handling multiple assignments and collaborating with team members.

Responsibilities

• Coordinate team meeting schedules and travel documents.
• Schedule conference rooms and support virtual meetings using MS TEAMS, Teleconferences, and Webcasts.
• 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 for various requests, including business and HR-related correspondence.
• Manage electronic storage and 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 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.

Requirements

• Minimum of 10 years Administrative Assistant experience.
• Five years of administrative experience supporting Senior Directors/Executives.
• Advanced computer skills using MS Outlook, Word, Excel, and PowerPoint.
• 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, and Vendor Add Forms.
• 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 for daily interaction with Senior Management.
• Ability to work independently and be a self-starter with strong prioritization skills.
• Comfort managing periodic unexpected events with urgency and adaptability.
• High degree of professionalism and sound judgment.

Nice-to-haves

• Advanced education or certifications such as Certified Administrative Professional, Project Management Professional Certification, or Professional in Human Resources Certification.

Benefits

• Bonus eligibility
• Health care and other insurance benefits for employee and family
• Retirement benefits
• Paid holidays
• Vacation
• Sick days