Job Description

Job Description:

Our company is seeking a talented and motivated Lead Administrative Associate to support the Vice President, Direct Materials, Operations and Capital, as well as additional leadership team members including an Associate Vice President and Executive Director. This is an ideal position for an Assistant who works well under pressure, is an initiative-taker, and wants to work in a dynamic, global, fast-moving, collaborative environment.

Supports:

Vice President, Direct Materials, Operations and Capital (DMOC) and members of the leadership team

Major responsibilities include:

• Oversee the administrative coordination and execution of related activities required for the Direct Materials Leadership Team (DMLT) including efforts related to scheduling, expense management, project oversight and other key activities

• Coordinates execution of organizational and leadership priorities

• Collaborates with administrative peers who support the Global Supplier Management Group (GSMG), and our Company's Manufacturing Division leaders and other key stakeholders that partner with the function to achieve its mission.

This position requires initiative, strong collaboration and communication, attention to detail and the demonstrated ability to learn quickly and willingness to continuously acquire new competencies. It also requires good judgment, confidentiality, teamwork, strong work ethic, excellent organizational and technology skills.

Responsibilities:

• Prioritize activities and balance the support for the VP, and members of the leadership team

• General administrative duties, including but not limited to, managing calendars across time-zones, expense reporting, supporting purchase order & approvals

• Capture notes, minutes, and proactive follow-up on action items to ensure timely completion

• Schedule complex travel arrangements including multi-leg domestic and international travel in conjunction with other senior business partners or suppliers

• Simultaneously coordinate and perform multiple tasks aligned to the departmental functions, goals, and tasks

• Complete work assignments requiring advanced analytical ability, independent judgement, creativity, and problem-solving skills

• Coordinate special projects, workshops, and events within the team and organization.

• Coordination of department team meetings and special events

• Handle confidential information in a professional manner

• Work priorities and activities with limited supervision

• Help coordinate and schedule standard department, cross department, and general staff meetings and town halls

• Partner with Chief of Staff to Vice President of DMOC to drive initiatives and associated administrative activities to support execution

• Effectively interact with our company executives and internal/external stakeholders and suppliers

• Assist with job postings, scheduling interviews, responding to general onboarding issues/questions and communicating changes to organization

• Collaboration and Communication Skills must be at a level to effectively interact with key external executives/stakeholders, and internal/external clients both on-site and remotely to maintain workflow

• Manage distribution lists

Position Qualifications

Education Requirements:

• 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)

Required Experience and Skills:

• Minimum of (10) years Administrative Assistant experience

• Minimum of (5) years administrative experience supporting Executives

• Ability to work in a busy, fast-paced environment

• Advanced computer skills using Microsoft Office Suite (Outlook, Word, Excel, PowerPoint etc.). and willingness to engage and learn new technologies

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

• Ability to adapt into 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

• Always maintain a continuous improvement mindset

• Ability to handle and prioritize several simultaneous assignments

• Event Planning/Coordination experience

• Extraordinary attention to detail

• Outstanding communication and people skills

Preferred Experience and Skills:

• 10 or more years administrative experience supporting a senior executive

• Prior experience supporting an SVP or VP role

Location: – Rahway, New Jersey – Hybrid (expected to be in person 3 days minimum per week onsite)

#MSJR

Current Employees apply HERE

Current Contingent Workers apply HERE

US and Puerto Rico Residents Only:

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.

As an Equal Employment Opportunity Employer, we provide equal opportunities to all employees and applicants for employment and prohibit discrimination on the basis of race, color, age, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status, or other applicable legally protected characteristics. As a federal contractor, we comply with all affirmative action requirements for protected veterans and individuals with disabilities. For more information about personal rights under the U.S. Equal Opportunity Employment laws, visit:

EEOC Know Your Rights

EEOC GINA Supplement​

We are proud to be a company that embraces the value of bringing together, talented, and committed people with diverse experiences, perspectives, skills and backgrounds. The fastest way to breakthrough innovation is when people with diverse ideas, broad experiences, backgrounds, and skills 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:

Regular

Relocation:

No relocation

VISA Sponsorship:

No

Travel Requirements:

10%

Flexible Work Arrangements:

Hybrid

Shift:

Not Indicated

Valid Driving License:

No

Hazardous Material(s):

N/A

Required Skills:

Adaptability, Adaptability, Collaborative Communications, Communication, Communication Systems, Cost Management, Database Management, Data Entry, Document Management, Event Planning, Expense Report Development, Facility Management, Global Sourcing, Interpersonal Relationships, Management Process, Process Improvements, Processing Expense Reports, Project Management, Purchase Order Management, Purchasing Management, Reporting and Analysis, Scheduling, Supplier Management, Supplier Relationship Management (SRM) Software, Taking Initiative {+ 4 more}

Preferred Skills:

Job Posting End Date:

07/22/2025

*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.