Merck KGaA is hiring: Executive Assistant in Boston

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Ready to explore, break barriers, and discover more? We know you've got big plans - so do we! Our colleagues across the globe love innovating with science and technology to enrich people's lives with our solutions in Healthcare, Life Science, and Electronics. Together, we dream big and are passionate about caring for our rich mix of people, customers, patients, and planet. That's why we are always looking for curious minds that see themselves imagining the unimaginable with us.

This role does not offer sponsorship for work authorization. External applicants must be eligible to work in the US.

Your Role

The purpose of the Executive Coordinator role reporting into the Head NA Medical Affairs (NAMA) Strategy & Operations is to provide excellence in contracting and PO execution for US Medical, enabling medical proponents to focus on project strategy and execution. Additionally, this role provides superior executive assistance to the SVP NAMA, with a focus on calendar, travel, and expense reporting, as well as team-wide organizational maintenance, allowing SVP NAMA to focus on key strategic and senior leadership activity. The role ensures medical operations and meetings are in line with corporate policies and organized in a cost-conscious manner. This is a hybrid position requiring a minimum of one day in the office per week, with the possibility of additional in-office days depending on the needs of the business during specific weeks.

Contracting & Purchase Order Support (~50%)

* Support Statement of Work (SOW) management through the approval, vendor setup and PO setup process (with a focus on Oncology, Fertility, Endocrinology and Medical support budgets); actively monitor shared Medical Operations inbox for SOW handling, monitor, track, and champion SOWs through the process in collaboration with business owners.

* Manage monthly vendor reports with third-party vendors and/or HCPs in collaboration with business owners.

* Complete receiving on all business owner-approved vendor reports and individually submitted vendor invoices.

* Review monthly open invoice and PO reports to determine and execute appropriate action.

* Open POs for approved medical grants and off-line charitable contribution requests.

* Actively contribute to continuous process improvements, staff training and adherence to all corporate policies.

Executive Assistant Support - SVP, NAMA (~40%)

* Provides all administrative support functions for SVP NAMA, including calendar management, travel coordination, on-time processing of expense reports and invoices, and facilitation of ad hoc help desk tickets (e.g. HR, IT).

* Manages and maintains calendar, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex meetings.

* Organizational maintenance, including maintaining personnel tracker, organizational charts for HR and Financial purposes, maintaining departmental distribution lists, EVA pages and Teams channels; support onboarding activities upon hiring manager request.

* Creates and maintains annual calendar for Medical Affairs.

* On-site and off-site meeting support, including venue, logistics, set up, catering, IT support, registering external attendees with security, meet and greet external attendees, as well as reconciliation of all expenses in a timely manner.

* Ad hoc support of large in-person or virtual Medical Meetings (e.g. All Hands, Managers, or other sub-groups); ad hoc support of large and/or complex meetings for members of the NAMA Leadership Team, supplementing support from Meetings & Events team.

* Ad hoc support needs, including collaboration with Head NAMA Strategy & Operations to execute SVP requests.

* Provide on-site support to SVP NAMA as needed, which will at times involve more than one office work day per week and may require domestic travel.

Who You Are

Minimum Qualifications:

* High School Diploma or GED

Preferred Qualifications:

* 5+ years of related professional experience supporting senior-level management

* Bachelor's Degree in any discipline

* Ability to fluently speak German, French, and/or Spanish

* Experience with contracting process support

* SAP experience

What we offer: We are curious minds that come from a broad range of backgrounds, perspectives, and life experiences. We celebrate all dimensions of diversity and believe that it drives excellence and innovation, strengthening our ability to lead in science and technology. We are committed to creating access and opportunities for all to develop and grow at your own pace. Join us in building a culture of inclusion and belonging that impacts millions and empowers everyone to work their magic and champion human progress!

Apply now and become a part of our diverse team!

If you would like to know more about what diversity, equity, and inclusion means to us, please visit https://www.emdgroup.com/en/company/press-positions.html