Administrative Assistant - Global Clinical Development Team

Merck•Billerica, MA

3d•Onsite

About The Position

As an Administrative Assistant within the Global Clinical Development team, you will work closely with administrative colleagues across multiple international sites to provide proactive, comprehensive support to the Head of Clinical Development Immunology and the broader team across the US and EU. You will manage day-to-day operations, including calendar management, travel arrangements, contract creation, invoice processing, and coordinating meetings (virtual and on-site), while also supporting cross-border coordination and ensuring smooth global operations.

Requirements

High School diploma or GED
5+ years of administrative assistant experience
Demonstrated experience supporting international teams and stakeholders across multiple regions (US and EU), with a track record of coordinating globally dispersed activities
Experience supporting executives in a global, cross-border environment
Familiarity with international travel coordination, including visa processes and requirements
Strong interpersonal skills with a collaborative approach
Exemplary organizational, planning, and time-management abilities
Excellent verbal and written communication skills
Proficiency in Microsoft Office (Excel, Word, PowerPoint); familiarity with Outlook, Teams, and related tools
Ability to multitask, prioritize daily workload, and handle sensitive, compliance-related information with discretion and confidentiality
Poised, composed, positive, and solution focused

Responsibilities

Collaborate closely with administrative professionals across regions within Global Clinical Development to drive consistency and operational excellence
Promote transparency and adherence to internal processes for smooth workflows among assistants
Manage and coordinate complex executive calendars, prioritizing strategic objectives and resolving conflicts
Act as a trusted partner and gatekeeper to the Head of Clinical Development Immunology, upholding professionalism and confidentiality
Anticipate needs and proactively address gaps to ensure seamless daily operations
Coordinate domestic and international travel with detailed itineraries and real-time adjustments
Oversee expense reporting, invoicing, budget tracking, and administrative financial activities per policies
Plan and execute internal/external meetings (leadership events, offsites, governance forums) with organized agendas and follow-ups
Maintain organized, compliant records for documents, contracts, and correspondence
Support onboarding of new team members, including logistics, systems access, and stakeholder connections