Job Description

Senior Administrative Associate (m/f/d)

We are a research-driven biopharmaceutical company. Our mission is built on the simple premise that if we "follow the science" and that great medicines can make a significant impact to our world. And we believe that a research-driven enterprise dedicated to world-class science can succeed by inventing medicine and vaccine innovations that make a difference for patients across the globe.

You will be part of the BARDS organization which has a presence in the US, across Europe, and in Asia Pacific. By joining our company, in this role you will apply your skills and experience in support of developing scientifically based arguments aiming to provide fair accessibility to our company's drugs and vaccines making a real difference in patient's lives.

The Biostatistics and Research Decision Sciences (BARDS) organization has a proud record of providing comprehensive analytical and methodological expertise to support our company's strategic goals. Our quantitative scientists aspire to maintain the highest quality output while adopting the most efficient and effective scientific and operational procedures that will promote breakthrough innovation, collaboration and professional activity.

The Senior Administrative Associate will be part of BARDS HTA (Health Technology Assessment) Statistics group, and report to a member of the BARDS HTA Statistics Leadership Team which consists of an Associate-Vice President, and several Executive and Senior Directors as well as a Programme Manager. The Leadership team, as well as the members of the team, are based across three sites in Europe and two in the United States. The team works with diverse stakeholders in multiple time zones.

In this role, the successful candidate will provide executive support to the Head of BARDS HTA Statistics as well as to the broader Leadership Team, including the coordination of communication and assignments, while actively supporting, participating in and embracing an empowered team culture. As part of the role, the Senior Administrative Associate may provide additional support for BARDS HTA Statisticians across our sites with administrative, financial tasks, and coordination of selected team activities. The Senior Administrative Associate will also serve as an administrative subject matter expert for BARDS colleagues located in Brussels. (Other Associates handle this responsibility in London, Zurich, and the US sites).

Responsibilities may include, but are not limited to:

• Administrative/clerical duties including but not limited to: managing multiple executive calendars, planning for and receiving visitors, record keeping, procurement management, expense reporting, maintaining organizational charts, department-level onboarding and offboarding tasks for new hires and exiting employees, and processing information through internal systems.

• Coordination of financial processes according to business rules.

• Candidate interview scheduling

• Schedule, plan and execute various types of team meetings and small special projects within the department

• Create agendas, attend and participate in leadership team meetings, provide in-meeting support, and generate meeting minutes and document/track action items

• Simultaneously coordinate and execute multiple tasks aligned to the departmental function

• Complete priorities and activities with minimal supervision and excellent communication

• Produce various work deliverables requiring strong analytical ability, independent judgment, creativity, and problem solving as needed

• Schedule complex/multi-leg travel (domestic and international).

• Organise, plan and coordinate (incl. communication and external / internal liaison) events (e.g. team events), conference attendance etc.

• Support the use of Teams sites and SharePoint sites

• Effective communication with company executives and internal/external stakeholders both on-site and remotely to maintain workflow, including development, management, and maintenance of necessary tracking tools.

• Prioritize activities and balance the support of several senior staff members/departments

• Act as subject-matter expert for site-related queries in Brussels, and for BARDS and Global Clinical Development policies, procedures, and administrative/business processes.

• Proactively coordinate with other administrative staff within BARDS and at local sites as needed.

• Act as backup for other European-based administrative BARDS colleagues when absent.

Educational Qualifications:

• Minimum requirement: High School Diploma or equivalent

• Preferred: Advanced education or certifications such as (e.g. Certified Administrative Professional, Project Management Professional Certification, Professional in Human Resources Certification)

• Bilingual: Written and spoken fluency in English and one local language of Belgium (French or Dutch preferred). Knowledge of business and scientific English, spelling, punctuation and grammar is important.

Required Experience:

• Minimum of (5) years Administrative Assistant experience.

• Minimum of (2) years in Executive Administration supporting senior executives (Sr. Director, Executive Director, Vice President or above)

• Ability to handle highly sensitive information with discretion and confidentiality (critical to the position).

• Advanced computer skills using Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint) and operation of other peripheral devices

• SAP experience processing expense reports, purchase orders and payment requests, vendor add forms, as well as capability to run reports within SAP

• Experience scheduling complex travel arrangements including multi-leg domestic and international travel, as well as researching and securing visa needs/applications

• Ability to build agenda for leadership team meetings, attend and participate in meeting, and capture comprehensive notes and action items

• Advanced secretarial/clerical skills with a history of strong performance

• Experience with financial and budget tasks

• Experience with calendar management; proactive scheduling approach

• Event/team building planning and coordination

• Ability to handle and prioritize a large number of simultaneous assignments

• Ability to rapidly learn new skills, develop a nuanced understanding of key stakeholders and priorities, and apply situational leadership; continuous improvement mindset

• Proactive approach to value-added solutioning with regard to key stakeholders (individuals and teams)

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

• Exceptional attention to detail and organizational skills

• Outstanding communication, networking, and people skills

• Compile, maintain, and handle confidential information with a high level of discretion

Current Employees apply HERE

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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.

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