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Senior Administrative Assistant

4 months ago

Arvada, Colorado, United States Merck Full time

Job Description
Are you looking for an exciting opportunity with a rapidly growing pharmaceutical manufacturer? If so, then this is the opportunity for you
ACCOUNTABILITY
Provide overall administrative support for Biologics Value Chain Management and North America Supply Chain Operations organizations. This will include direct support to AVP and Exec. Director leaders of the subject organizations, coordination of organizational and cross-functional governance meetings, opportunistic assistance of organizational team members, backup administrative support to the SVP head of Global Supply Chain Management, with opportunity to contribute to broader organizational goals through elective assignments.
DUTIES
Responsible for supporting Biologics Value Chain Management (led by AVP) and North America Supply Chain Operations (led by Executive Director). The individual selected must have the ability to prioritize and complete deliverables across multiple stakeholders; have strong verbal and written communication skills; ability to work both independently and collaboratively; be comfortable with multi-tasking on diverse responsibilities; be flexible, and able to work in a fast paced, deadline-driven environment. A high degree of professionalism and confidentiality is required due to the sensitive nature of work supported by the team. The ability to build and manage relationships in a cross-functional, matrix organization is necessary. A strong orientation toward data analytics with comfort working in business systems as well as Microsoft applications is required.
Responsibilities include, but are not limited to:

  • Partner across the Supply Chain, and cross functional organization to ensure that Biologics VCM and NA SCM Ops business goals are met.
  • Managing the calendar, including appointments, meetings, conferences, and travel arrangements for the organizational leaders and direct reports as needed.
  • Proactive collaboration with administrative assistants of other senior leaders to ensure optimal date selection when scheduling meetings.
  • Work as part of an integrated administrative team within Supply Chain Management, providing temporary support to other parts of the organization as needed.
  • Leveraging organizational systems to run reports; disaggregate and re-aggregate data; provide basic analysis/insights based on data.
  • Preparing, processing, and reconciling expense reports, purchase orders, and payment requests, as needed.
  • Manage distribution lists, team sites, electronic files, and other data in a systematic way for enduring use.
  • Maintaining appropriate filing system to provide prompt retrieval of all reports, correspondence, and other materials while maintaining compliance related to company retention schedules and legal holds.
  • Creating and distributing highly confidential correspondence and reports; monitoring and screening communications for action or delegation.
  • Responding effectively and in a timely manner to numerous stakeholders to answer questions and direct people to the right resource to resolve problems.
  • Adhere to all compliance and policy requirements of organization and the company.
  • Support other routine or ad hoc tasks and projects as assigned.


In accordance with Policy 82 - Job Posting and Employee Placement, all employees subject to this policy are required to have a minimum of twelve (12) months of service in current position prior to applying for open positions.
QUALIFICATIONS
Essential:

  • At least 6 years of experience working in organization administration/project management.
  • Excellent organization, planning, communication and presentation skills.
  • Proven success working in a team environment with flexibility and adaptability to react to changing business needs with a "can-do" approach.
  • Ability to appropriately handle and control sensitive business information.
  • Operate autonomously, anticipating and prioritizing work to be done and applying knowledge/skills to more complex problems.
  • Ability to manage multiple priorities and know when to escalate issues for resolution.
  • Efficiency in communicating complex information to staff at different levels.
  • Strong stakeholder management skills to manage both internal and external stakeholders that support the organization.
  • Solve complex problems; takes a new perspective on existing solutions.
  • Ability to challenge the status quo with a continuous improvement mindset.
  • Calendar Management and Appointment and Interview scheduling experience.


Preferred:

  • Business Administration and/or project management diploma desirable
  • Advanced skills in MS Word, Excel, PowerPoint, Sharepoint.
  • Proven record of accomplishments in a regulated industry.
  • Strong analytical/statistical problem-solving skills, coaching and facilitation skills.
  • Proficient in Project Planning and Execution and experience of coordinating programs across organizations,


Note: This description is not intended to be all-inclusive or a limitation of the duties of the Job. It is intended to describe the general nature of the job that may include other duties as assumed or assigned.
NOTICE FOR INTERNAL APPLICANTS
In accordance with Managers' Policy - Job Posting and Employee Placement, all employees subject to this policy are required to have a minimum of twelve (12) months of service in current position prior to applying for open positions.
MSJR
VETJOBS
If you have been offered a separation benefits package, but have not yet reached your separation date and are offered a position within the salary and geographical parameters as set forth in the Summary Plan Description (SPD) of your separation package, then you are no longer eligible for your separation benefits package. To discuss in more detail, please contact your HRBP or Talent Acquisition Advisor.
Employees working in roles that the Company determines require routine collaboration with external stakeholders, such as customer-facing commercial, or research-based roles, will be expected to comply not only with Company policy but also with policies established by such external stakeholders (for example, a requirement to be vaccinated against COVID-19 in order to access a facility or meet with stakeholders). Please understand that, as permitted by applicable law, if you have not been vaccinated against COVID-19 and an essential function of your job is to call on external stakeholders who require vaccination to enter their premises or engage in face-to-face meetings, then your employment may pose an undue burden to business operations, in which case you may not be offered employment, or your employment could be terminated. Please also note that, where permitted by applicable law, the Company reserves the right to require COVID-19 vaccinations for positions, such as in Global Employee Health, where the Company determines in its discretion that the nature of the role presents an increased risk of disease transmission.
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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, generally Tuesday, Wednesday and either Monday or 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".
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:
No Travel Required
Flexible Work Arrangements:
Hybrid
Shift:
1st - Day
Valid Driving License:
No
Hazardous Material(s):
n/a
Job Posting End Date:
06/17/2024
*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.
Job Posting End Date:06/17/2024
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.
Requisition ID:R296526