Executive Administrative Assistant

Job description

Executive Administrative Assistant

Your Role:

 

·  Independently provide complex administrative support and project coordination for senior executive and team
·  Manage important department meetings (management team, steering committees, etc.) creating draft agendas, presentation consolidation, attending to take action items and minutes, and follow-up communications and tracking of deliverables and action items
·  Screen routine and highly confidential responses to incoming mail, E-mail, telephone calls and messages.  Organize material by priority and subject, providing summaries
·  Ability to triage external calls from outside sources such as media, vendors and partners
·  Track documents for the Department Heads, signature in a timely and efficient manner
·  Develop and maintain a confidential, centralized filing system, which is linked to computer network filing structure
·  Schedule and accurately maintain daily Department Head calendars
·  Work on special projects within the department and corporate responsibility team
·  Execute special events and programs- logistics support as well as content input
·  Responsible for some writing and updating of the Merck Millipore intranet
·  Participate and organize programs (i.e. community, group, global initiatives)
·  Develop and support creation of PowerPoint presentations and additional document creation and maintenance
·  Oversee Financials within the broader departments team (PO’s, contracts, Payments)
·  Coordinate travel arrangements both international and domestic and ensure accuracy
·  Be able to process International Business Travel & International Document requirement (Visas, letters, etc.)
·  Coordinate and schedule high-level business meetings for the Department Heads and direct reports (and others as assigned).  Manage all logistical details in collaboration with internal colleagues and external vendors
·  Process expense reports in a timely manner
·  Maintain budget including processing invoices, preparing purchase requisitions and long-term forecasting
·  Work closely with other functions to ensure the department has what it needs (for e.g. inter-faces with Facilities to manage space, IS to procure AV needs, catering, etc.)
·  Develop and maintain highly complex administrative systems, reports and formats
·  Collaborate with internal parties at all levels to gather information and prepare reports
·  Maintain aspects of department-specific projects on an administrative capacity
·  Order all office supplies and maintain supply closet
·  Provide administrative support relative to interactions with local and global colleagues
·  Ensure deadline delivery (for e.g. monthly reports)
·  Administrative responsibilities as required
·  All other duties as assigned

 

Who you are:

Minimum Qualifications:

·  High School diploma
·  5+ years of related professional experience supporting senior-level management
·  5+ years working with Microsoft Office including Word, Excel and PowerPoint

 

Preferred Qualifications:

·  College degree preferred
·  Experience in a Communications Department a plus
·  Lotus Notes preferred
·  Knowledge of SAP
·  Professional, outgoing and pleasant demeanor
·  Excellent interpersonal and oral communications skills
·  High team orientation
·  Ability to multitask, to be flexible to work assignments & deal with ambiguity
·  Special Event planning
·  Vendor management
·  Attention to detail and follow-through
·  Flexibility to jump in and do what is needed when asked
·  Strong listening skills and proven ability to assess communications issues
·  Ability to organize, prioritize and work independently on multiple tasks while meeting or exceeding deadlines
·  Proven project management skills
·  Sound understanding of basic business principles, communications best practices and industry trends

 

RSRMS

Job Requisition ID: 200751

Location: Bedford

Career Level: C - Professional (1-3 years)

Working time model: full-time

US Disclosure
The Company is an Equal Employment Opportunity employer. No employee or applicant for employment will be discriminated against on the basis of race, color, religion, age, sex, sexual orientation, national origin, ancestry, disability, military or veteran status, genetic information, gender identity, transgender status, marital status, or any other classification protected by applicable federal, state, or local law.  This policy of Equal Employment Opportunity applies to all policies and programs relating to recruitment and hiring, promotion, compensation, benefits, discipline, termination, and all other terms and conditions of employment. Any applicant or employee who believes they have been discriminated against by the Company or anyone acting on behalf of the Company must report any concerns to their Human Resources Business Partner, Legal, or Compliance immediately. The Company will not retaliate against any individual because they made a good faith report of discrimination.

North America Disclosure
The Company is committed to accessibility in its workplaces, including during the job application process. Applicants who may require accommodation during the application process should speak with our HR Services team at 855 444 5678 from 8:00am to 5:30pm ET Monday through Friday.

Nearest Major Market: Boston
Job Segment: Secretary, ERP, Administrative Assistant, SAP, Executive Assistant, Administrative, Technology