Senior Administrative Services Specialist - Discovery Process Chemistry
Merck
6 months ago
Remote friendly (Rahway, NJ)
United States
Operations
Responsibilities:
- Provide proactive, high-quality administrative support to the Executive Director of Discovery Process Chemistry and leadership team.
- Provide administrative support including extensive calendar and meeting management (including external meetings), phone coverage, expense report processing, travel coordination, and weekly schedule updates.
- Schedule complex multi-leg domestic and international travel, including visa and passport processing.
- Coordinate event planning.
- Prepare and distribute correspondence and reports while handling confidential and politically sensitive issues.
- Coordinate and complete multiple tasks using project principles and relevant technical skills with minimal supervision.
- Collaborate with colleagues across multiple sites to coordinate work and tasks.
- Serve as liaison/initial point of contact for outside visitors, clients, and vendors.
- Maintain knowledge of team priorities to support efficient departmental operations.
- Coordinate special projects within the division/area.
- Support use and access rights for SharePoint sites.
- Manage employee training profiles and support training administration and systems.
- Assist with financial and budget tasks.
Qualifications:
- Education: High school diploma.
Required Skills & Experience:
- Minimum of 8 years of administrative assistant experience.
- Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and ability to operate peripheral devices.
- Advanced analytical ability, independent judgment, creativity, and problem-solving.
- Strong communication skills to interact effectively with executives/assistants and internal/external clients on-site and remotely.
- Extraordinary attention to detail; ability to handle confidential/sensitive information.
- Proven experience scheduling and coordinating complex, multi-leg domestic/international travel and processing visa/passport applications.
- Ability to handle and prioritize a large number of simultaneous assignments.
- Event planning/coordination experience.
- Outstanding communication and people skills.
Preferred Skills & Experience:
- SAP experience processing expense reports, purchase orders, payment requests, and vendor add forms; ability to run reports within SAP.
- Advanced education or certifications (e.g., Certified Administrative Professional, Project Management Professional, Professional in Human Resources).
Required Skills (listed): Data Entry, Document Management, Event Planning, File Management, Financial Budgeting, Office Applications, Office Equipment, Process Improvements, Project Management, Scheduling, Software Proficiency, Team Coordination, Travel Scheduling, Vendor Management, Visa Applications.
Preferred Skills (listed):
- Current Employees apply HERE; Current Contingent Workers apply HERE.
Compensation/Benefits (as stated):
- Salary range: $82,700 - $130,200.
- Eligible for annual bonus and long-term incentive, if applicable.
- Comprehensive benefits including medical, dental, vision, retirement benefits (401(k)), paid holidays, vacation, compassionate and sick days.
- Provide proactive, high-quality administrative support to the Executive Director of Discovery Process Chemistry and leadership team.
- Provide administrative support including extensive calendar and meeting management (including external meetings), phone coverage, expense report processing, travel coordination, and weekly schedule updates.
- Schedule complex multi-leg domestic and international travel, including visa and passport processing.
- Coordinate event planning.
- Prepare and distribute correspondence and reports while handling confidential and politically sensitive issues.
- Coordinate and complete multiple tasks using project principles and relevant technical skills with minimal supervision.
- Collaborate with colleagues across multiple sites to coordinate work and tasks.
- Serve as liaison/initial point of contact for outside visitors, clients, and vendors.
- Maintain knowledge of team priorities to support efficient departmental operations.
- Coordinate special projects within the division/area.
- Support use and access rights for SharePoint sites.
- Manage employee training profiles and support training administration and systems.
- Assist with financial and budget tasks.
Qualifications:
- Education: High school diploma.
Required Skills & Experience:
- Minimum of 8 years of administrative assistant experience.
- Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and ability to operate peripheral devices.
- Advanced analytical ability, independent judgment, creativity, and problem-solving.
- Strong communication skills to interact effectively with executives/assistants and internal/external clients on-site and remotely.
- Extraordinary attention to detail; ability to handle confidential/sensitive information.
- Proven experience scheduling and coordinating complex, multi-leg domestic/international travel and processing visa/passport applications.
- Ability to handle and prioritize a large number of simultaneous assignments.
- Event planning/coordination experience.
- Outstanding communication and people skills.
Preferred Skills & Experience:
- SAP experience processing expense reports, purchase orders, payment requests, and vendor add forms; ability to run reports within SAP.
- Advanced education or certifications (e.g., Certified Administrative Professional, Project Management Professional, Professional in Human Resources).
Required Skills (listed): Data Entry, Document Management, Event Planning, File Management, Financial Budgeting, Office Applications, Office Equipment, Process Improvements, Project Management, Scheduling, Software Proficiency, Team Coordination, Travel Scheduling, Vendor Management, Visa Applications.
Preferred Skills (listed):
- Current Employees apply HERE; Current Contingent Workers apply HERE.
Compensation/Benefits (as stated):
- Salary range: $82,700 - $130,200.
- Eligible for annual bonus and long-term incentive, if applicable.
- Comprehensive benefits including medical, dental, vision, retirement benefits (401(k)), paid holidays, vacation, compassionate and sick days.