Administrative Assistant

The businesses of Merck KGaA, Darmstadt, Germany•Carlsbad, CA

8h•$29 - $45•Onsite

About The Position

EMD Electronics in Carlsbad is seeking a highly organized and proactive Administrative Assistant to provide comprehensive administrative support to the Thin Fims R&D team and to the US Managing Director. In this role you will be a trusted partner, managing complex schedules, coordinating communications, and streamlining operations to enable the executives to focus on strategic priorities.

Requirements

High School Diploma or GED
5+ years of executive or personal assistant experience or office/administrative experience.

Nice To Haves

Bachelor’s Degree in any discipline.
1+ years of experience in ERP, Oracle, SAP, Accolade or SFDC.
Discretion and confidentiality: handle sensitive information with integrity while maintaining confidentiality.
Proficiency in managing schedules, meeting deadlines and efficiently allocating time to various tasks.
Strong organizational skills and the ability to manage multiple tasks, prioritize effectively, and maintain order in a fast-paced environment.
Excellent verbal and written communication skills for clear interaction with executives, team members, and external stakeholders.
Ability to work in a global, matrix environment.

Responsibilities

Manage and maintain executives’ calendars, including scheduling meetings and appointments.
Coordinate travel arrangements when requested and prepare detailed itineraries.
Serve as the primary point of contact between executives and internal/external stakeholders.
Prepare, edit, and proofread correspondence, reports, presentations, and other documents.
Generate purchase orders, Ariba transactions and P-card transactions for chemicals and laboratory supplies.
Create purchase requisition in SAP, partnering with internal teams depending on total cost of purchase.
Communicate with vendor to track shipments.
Create SAP projects and tie projects into accounting programs for costing projects.
Organize and prioritize incoming communications, including emails and phone calls.
Assist in the preparation and follow-up of meetings, including agenda creation and minutes.
Process expense reports, invoices, and purchase orders, ensuring compliance with company policies and timely reimbursement.
Administrative support in an office environment requiring understanding of company policies and programs.
Administer confidential information with discretion and professionalism.
Support special projects and perform other administrative tasks as needed.