Associate I, Administrative Services HPV – USVID BU

Job Description

The greatest inventions would not be brought to market without the right project management and administrative support.  Woven into every part of the organization, our administrative teams are the backbone of our company's making sure our concepts become reality.

The Associate I is accountable for providing comprehensive administrative support and office management for some of the Directors and Associate Directors in our US Vaccines & Infectious Diseases Business Unit. They are responsible for exercising professional judgment, with a strong focus on the awareness of the confidential nature of information; managing calendars by arranging meetings and logistics, including domestic and international travel support; managing expenses in a timely manner, and generating correspondence. Being a self-starter who can proactively manage priorities and independently resolve scheduling conflicts is a key dimension of the position. To execute these tasks, they must partner with many internal and external stakeholders, including the ability to integrate effectively and quickly with the other members of the support staff. The ability to collaborate and adjust to constant/changing situations and the ability to manage is essential. Demonstrated experience in the logistical planning and execution of meetings, including verbal and written communication, and proactive management of meetings are critical to this role. 

Specific Responsibilities:

• General Secretarial/Clerical duties constitute approximately 50% of job responsibilities.
• Work requires the coordination and performance of multiple tasks while understanding the project principles and technical skills related to own work assignments.
• Works in teams or independently as needed and as relevant to complete work assignments and various tasks.
• Assists team with designated tasks on a prioritized basis and problem solves when appropriate.
• Encourages self-sufficiency and trains team members as appropriate.
• Calendar scheduling/planning of complex meetings; coordinating and scheduling complex multi-leg and international travel arrangements. Looking proactively through calendars and identifying and communicating conflicts – ahead of each week.
• Completing complex/international travel expense reports in a timely fashion.
• Communication Skills must be at a level to effectively interact with our company executives and internal/external clients to maintain workflow.
• Respects the importance of maintaining confidentiality and appreciation of professionalism.
• Assists with interview scheduling and on-boarding of new hires.
• Occasionally produces/completes various work assignments requiring advanced analytical ability, independent judgment, creativity, and problem-solving skills.
• Occasionally develop reports, presentations, tables, graphs, correspondence and conduct light research using appropriate software.
• Occasionally coordinates special projects.

Education Minimum Requirement:

• Required: High School Diploma or equivalent

Required Experience and Skills:

• Minimum of (2) years Administrative Assistant Experience
• Advance computer skills using MS Outlook, MS Teams, WORD, EXCEL, Power Point, and operations of other company internal systems
• Demonstrated experience scheduling coordinating complex, multi-leg domestic and international travel
• SAP-CONCUR-ARIBA experience processing Expense Reports, Purchase Orders, Payment Request, Vendor Add Forms, as well as report within these systems
• Ability to handle and prioritize many simultaneous assignments
• Event Planning/Coordination Experience
• Extraordinary attention to detail
• Outstanding communication, collaboration and people skills
• Budget/Finance Management experience
• Project management experience preferred

#MSJR

Required Skills:

Ability to Coordinate, Ability to Coordinate, Analytical Problem Solving, Budget Administration, Calendar Management, Clinical Research, Competency Management, Data Analytics, Database Management, Data Entry, Data Visualization, Document Management, Expense Tracking, Health Economics, Meeting Facilitation, Meeting Management, Microsoft PowerPoint, Multitasking, Office Administration, Office Applications, Office Management, Process Improvements, Project Management, Project Management Tools, Reporting and Analysis {+ 10 more}

Preferred Skills:

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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:

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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.

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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:

No Travel Required

Flexible Work Arrangements:

Hybrid

Shift:

Not Indicated

Valid Driving License:

No

Hazardous Material(s):

N/A

Job Posting End Date:

09/8/2026

*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.