Sr. Administrative Assistant, Corporate Transactions, Offices of General Counsel

2 weeks ago

Rahway, United States Merck Full time

Job Description

Position Description:

Sr. Administrative Assistant

The Corporate Transactions Group in the Offices of the General Counsel is seeking a talented and motivated Sr. Administrative Assistant to provide comprehensive administrative support to a team of attorneys in the group.

The individual selected must have strong technological skills and be comfortable working across a variety of standard programs and systems we use; the ability to prioritize and complete deliverables across multiple stakeholders; have strong verbal and written communication skills; the ability to work both independently and collaboratively; be comfortable with multitasking 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. The ability to build and manage relationships in a cross-functional, matrix organization is necessary.

Responsibilities include, but are not limited to:

  • Providing administrative support to several attorneys, including managing calendars, scheduling meetings and conference rooms, booking travel and supporting their day-to-day administrative needs.
  • Coordinating with other administrative assistants both within the group and across functions and provide coverage for other leadership team administrative assistants as needed.
  • Handling logistics for department meetings, events and teleconferences as needed, including support for virtual meetings using the latest technologies for MS Teams, teleconferences and webcasts, ensuring seamless execution of logistics.
  • Assisting with committee meetings by preparing agendas, distributing sensitive materials to committee members, coordinating logistics for the meetings, and handling follow-up tasks.
  • Managing and organizing electronic and physical legal files, supporting the use of Team/SharePoint sites and iManage.
  • Taking a proactive approach to scheduling, planning and anticipating attorney needs.
  • Creating and distributing highly confidential correspondences and reports; monitoring and screening communications for action or delegation.
  • Managing domestic and international travel for company visits and external engagement.
  • Preparing and processing expense reports in Concur.
  • Leading by example in developing and sustaining a high level of professionalism/cooperation among administrative colleagues within the OGC and across the company.

Position Qualifications:

Education Minimum Requirement:

  • Required: High School Diploma or equivalent
  • Preferred: Advanced education or certification (e.g., associate degree, Certified Administrative Professional, Project Management Professional Certification)

Required Experience and Skills:

  • Five (5) years administrative experience supporting senior leaders.
  • Exceptional level of administrative, organization, planning and follow-up skills with demonstrated accuracy.
  • Ability to handle highly sensitive information with discretion and confidentiality.
  • Advanced computer skills (Excel, Power Point, MS Word, Teams, Workday, etc.) and operation of other related programs, including knowledge of Ariba/SAP, and other company systems.
  • Strong interpersonal skills and the ability to manage relationships with internal and external parties are essential, including displaying flexibility and sensitivity with others across other geographies, languages and cultures.
  • Must be able to work under pressure and handle multiple tasks, as well as demonstrating accuracy, superior attention to detail, the ability to exercise initiative, flexibility, tact and good judgment, be diligent and proactive in anticipating needs.
  • Effective business communications – both written and oral to interact with internal and external stakeholders at all levels, including executives and peers.
  • The person must be able to work efficiently, independently and be a “self-starter” with the ability to prioritize and problem solve.

Preferred Experience and Skills:

  • Working knowledge of our company’s policies and procedures, and familiarity with various divisions and functions.
  • Experience supporting the Offices of the General Counsel.
  • Experience with iManage.
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