Admin Assistant

MSD • Washington, DC

1d • Hybrid

About The Position

Join our company’s Global Policy and Public Affairs team — This function sits at the forefront of how we engage with policymakers, multilateral institutions, and key stakeholders to shape policy environments that enable scientific innovation and expand patient access worldwide. By bringing together global and regional capabilities, we are strengthening our ability to anticipate policy shifts, respond to emerging challenges, and position the company as a trusted partner in advancing public health. As we continue building this global function, we are seeking individuals who bring fresh thinking, intellectual curiosity, and a collaborative mindset. This is a unique opportunity to help define how we as a team operate in critical policy conversations around Washington and the world. Position: Lead Associate, Administrative Services, Global Policy and Public Affairs As a Lead Associate, you will serve as a strategic administrative partner to our Senior Vice President and an Executive Director within the Global Policy & public Affairs organization. In this highly visible role, you will provide seamless executive support while helping drive operational excellence across the function. You will also mentor and provide guidance to a team of administrative assistants within policy organization fostering consistency, best practices, and a high standard of performance across the team. We are seeking an experienced, highly organized professional who anticipates needs before they arise and ensures day-to-day operations run with precision and efficiency. You will manage complex, frequently shifting calendars; coordinate domestic and international travel; prepare materials for senior-level internal and external engagements; and support high-profile meetings with policymakers, industry leaders, and global stakeholders. Your ability to prioritize competing demands and maintain discretion in handling sensitive information will be essential. Success in this role requires exceptional attention to detail, sound judgment, and the confidence to operate independently in a fast-paced, global environment. You will proactively identify opportunities to streamline processes, improve coordination, and enhance team effectiveness — adding value beyond traditional administrative responsibilities while balancing multiple priorities with professionalism and poise.

Requirements

• High School Diploma
• At least 10 years of administrative experience.
• At least 5 years supporting senior leadership roles.
• Advanced proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools; ability to create executive-ready materials.
• Experience scheduling complex, multi-leg domestic and international travel.
• Experience working across international time zones and across cultures.
• Demonstrated experience processing visa and passport applications.
• SAP or equivalent ERP experience processing expense reports and basic financial tasks.
• Exceptional communication skills to interact effectively with executives and internal/external stakeholders, both onsite and remotely.
• Extraordinary attention to detail.
• Proactive, self-directed, comfortable making decisions with incomplete information, and a well-developed sense of when to seek executive alignment.
• Strong organizational skills and ability to handle and prioritize simultaneous assignments.

Nice To Haves

• Further education or relevant certifications (e.g., Certified Administrative Professional, Project Management Certification)
• Familiarity with the expectations of high-level offices, such as CEOs or government officials
• Event planning experience is a plus

Responsibilities

• Time Management & Scheduling Manage complex calendars for the Senior Vice President and Executive Director; resolve conflicts and ensure accurate, up-to-date logistics and meeting details.
• Assess meeting requests for priority and urgency, aligning schedules with strategic objectives.
• Coordinate and compile agendas and briefing materials from across teams to ensure leadership is fully prepared.
• Travel Coordination Arrange domestic and international travel, including itineraries, transportation, accommodations, visas, and passport renewals to ensure seamless travel.
• Monitor and adjust travel plans as needed, updating calendars and itineraries in real time and providing proactive support.
• Administrative Support Prepare and manage expense reports, purchase orders, and required documentation.
• Perform general administrative duties, including notetaking, data entry, and document management.
• Maintain accurate organizational charts and team contact lists.
• Proactively relieve the SVP of delegable administrative responsibilities (e.g., Concur submissions, passport renewals, IT coordination, expense report review and approval).
• Ensure non-delegable responsibilities (e.g., Workday processes, approvals, signatures) are completed accurately and on time.
• Support special projects and ad hoc initiatives as needed.
• Meeting & Event Support Prepare, print, and organize daily meeting materials for the SVP.
• Support the SVP in hosting senior executives and external guests in the D.C. office, including visitor registration, office access, catering, and workspace coordination.
• Provide on-site troubleshooting for IT issues during meetings (no dedicated on-site IT support).
• Manage recurring calendar series for annual GPP meetings, including: Monthly leadership team meetings Bi-monthly leadership huddles Quarterly GPP organization meetings Global town halls
• Partner with the Chief of Staff to plan and execute annual in-person GPP Leadership Team meetings, including venue logistics, catering, restaurant reservations and contracts, vendor coordination for learning and development activities, external speaker logistics, and selection and delivery of team gifts.
• Provide agile, real-time support during meetings.
• Team Coordination & Mentorship Provide guidance and support to the administrative team, fostering collaboration, consistency, and operational efficiency.

Benefits

• The successful candidate will be eligible for annual bonus and long-term incentive, if applicable.
• We offer a comprehensive package of benefits.
• Available benefits include medical, dental, vision healthcare and other insurance benefits (for employee and family), retirement benefits, including 401(k), paid holidays, vacation, and compassionate and sick days.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED