Senior Administrative Assistant

Job Description

Our company is a global health care leader with a diversified portfolio of prescription medicines, vaccines and animal health products. Today, we are building a new kind of healthcare company – one that is ready to help create a healthier future for all of us.

Our ability to excel depends on the integrity, knowledge, imagination, skill, and teamwork of our employees. To this end, we strive to create an environment of mutual respect, encouragement and teamwork.  Our employees are part of a global team, with the opportunity to collaborate with talented and dedicated colleagues while developing and expanding their careers.

Role Summary

We are looking for a talented and motivated Senior Associate, Administrative Services, to provide proactive, high-quality, and reliable administrative support to the Intellectual Property legal group (“IP Group”), a part of the Office of the General Counsel (“OGC”). 

The individual in this role will coordinate and perform multiple administrative tasks in a dynamic environment. This position requires initiative, attention to detail and the ability to learn quickly with a demonstrated ability and willingness to continuously acquire new competencies.  It also requires good judgment, confidentiality, a strong work ethic, a high degree of accountability, and exceptional organizational and computer skills. 

Responsibilities and Primary Activities

• Prepare, edit, and assist with various documents, memos, correspondence and reports, under guidance and supervision of attorneys.
• Perform advanced clerical duties.
• Manage multiple calendars and scheduling tasks.
• Review and approve invoices for compliance with billing guidelines; create matters within billing system; assist with financial matter management and budget planning.
• Track weekly schedules for team members.
• Manage outside visitors and meetings.
• Coordinate travel and process expense reports.
• Maintain a strong working knowledge of AI tools and platforms and proactively identify opportunities to leverage AI in day-to-day activities.
• Assist in maintaining and updating team websites, SharePoint sites and other web resources.
• Sort and review correspondence on a daily basis; organize and maintain electronic and physical filing systems in accordance with records retention policies.
• Coordinate and perform multiple tasks while understanding the project principles and technical skills related to own work assignments.
• Communicate and interact effectively with internal and external stakeholders. 
• Reliably handle confidential and sensitive legal issues.
• Help coordinate special projects within the Intellectual Property legal group.

Minimum Requirements

• High School Diploma or equivalent.
• Minimum of 5 years of administrative assistant experience or 3 years of paralegal experience.
• Advanced computer skills using MS Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, OneNote, Teams, etc.), enterprise communication and travel solutions, and other company software and hardware tools, leveraging their full capabilities to maximize productivity and streamline departmental workflows.
• An openness to adopting new solutions that enhance efficiency and support the department's strategic objectives.
• Experience processing expense reports, travel reservations, and invoices.
• Experience scheduling meetings and managing calendars.
• Ability to apply independent judgment, creativity, and problem-solving capabilities.
• Ability to handle and prioritize multiple work assignments.
• Experience with financial and budget tasks.
• High-level of attention to detail and organization.
• Strong communication and people skills.
• Collaborative, inquisitive, adaptive, and flexible.
• Enthusiastic, self-motivated team player with a strong work ethic.

Preferred Requirements

• Advanced education (e.g., Bachelor’s or associate degree) or certifications (e.g. Certified Administrative Professional, Paralegal Studies Certificate, Project Management Professional Certification, Professional in Human Resources Certification)
• Administrative experience supporting executives (Senior Director, Executive Director, or above).
• Experience as an IP administrative associate in a corporate or law firm setting.
• Concur and Tymetrix360 ebilling system.
• Intellectual Property specific systems (e.g., Clarivate’s First to File and TIPMS).
• Notary public commission.
• Documented experience as a strong performer in current and past positions

#MSJR

Required Skills:

Ability to Coordinate, Ability to Coordinate, Budget Administration, Calendar Management, Competency Management, Data Entry, Document Management, File Management, Financial Budgeting, Independent Thinking, Invoice Auditing, Meeting Facilitation, Microsoft OneNote, Microsoft PowerPoint, Multitasking, Office Applications, Office Equipment, Process Improvements, Processing Expense Reports, Project Management, Scheduling, Software Proficiency, Task Allocation, Team Coordination, Travel and Expense Management {+ 2 more}

Preferred Skills:

Administrative Support

Current Employees apply HERE

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:

EEOC Know Your Rights

EEOC GINA Supplement​

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.

Learn more about your rights, including under California, Colorado and other US State Acts

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:

10%

Flexible Work Arrangements:

Hybrid

Shift:

1st - Day

Valid Driving License:

No

Hazardous Material(s):

N/a

Job Posting End Date:

09/19/2026

*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.