Executive Administrative Assistant – LATAM Regional Leadership Team (Hybrid)

Merck•Rahway, NJ

14h•$100,400 - $158,000•Hybrid

About The Position

The Executive Administrative Assistant supports the LATAM Regional Leadership Team and provides approximately 20% dedicated support to the company's International Chief of Staff and PMO. This is a highly visible role for an experienced, proactive and collaborative executive assistant who can help leaders operate effectively across countries, functions and senior leadership teams. The position requires exceptional judgment, discretion, attention to detail and organizational skills, along with the ability to anticipate needs, manage competing priorities and work independently with accountability. The role provides administrative and logistical support, manages complex calendars and leadership requests, prepares leaders for meetings, and coordinates the operating rhythm of the regional leadership team. It also handles regional meetings, events, communications, travel and expense processes, and supports administrative coordination and process improvement across the region. The position is hybrid. The posting lists a salary range of $100,400–$158,000 and eligibility for an annual bonus and long-term incentive, if applicable.

Requirements

High school diploma or equivalent.
At least 10 years of administrative experience, including at least 5 years supporting senior executives or senior leadership teams.
Demonstrated experience managing complex calendars, international travel and multiple competing priorities.
Ability to work independently with limited supervision while maintaining exceptional accuracy and attention to detail.
Strong judgment and demonstrated ability to handle highly sensitive and confidential information.
Excellent organizational and prioritization skills, including the ability to manage multiple workstreams and meet deadlines.
Excellent interpersonal and communication skills, with the ability to interact effectively with senior leaders and colleagues at all organizational levels.
Ability to work effectively across countries, cultures, functions and time zones.
Proactive, forward-thinking and solutions-oriented approach, including the ability to anticipate needs and resolve issues.
Strong collaboration skills and ability to build trusted relationships across teams.
Ability to remain flexible and effective in a fast-paced environment where priorities may change quickly.
Advanced proficiency in Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, OneNote and SharePoint.

Nice To Haves

Advanced education or relevant professional certifications, such as Certified Administrative Professional or project management training/certification.
Previous experience supporting a regional or multinational leadership team.
Experience working across multiple LATAM markets and/or within a global organization.
Experience supporting Chief of Staff, PMO or enterprise-level leadership activities.
Experience coordinating senior leadership meetings, Town Halls, regional events and complex international travel.
Proficiency with SAP or similar systems for processing expense reports, purchase orders, payment requests and related transactions.
Strong technology aptitude and willingness to adopt new digital tools and ways of working.
Spanish language capability in addition to English.

Responsibilities

Provide administrative and logistical support to the LATAM Regional Leadership Team, while balancing approximately 20% dedicated support for the company's International Chief of Staff and PMO.
Manage complex calendars, appointments and meetings, proactively prioritizing commitments and making effective use of leadership time.
Anticipate priorities and ensure leaders receive materials, background information and pre-reads ahead of key meetings.
Monitor and coordinate requests requiring leadership review, approval or follow-up.
Handle sensitive and confidential information with discretion and sound judgment.
Support the leadership team's operating rhythm, including leadership meetings, business reviews, planning sessions and other regional forums.
Coordinate meeting logistics, agendas, pre-reads, presentations and other materials with meeting owners and functional teams.
Maintain visibility of leadership milestones, regional meetings and important business events, and track follow-ups and actions.
Partner with administrative colleagues across LATAM, International and global teams to coordinate leadership activities and resolve scheduling or logistical challenges.
Coordinate Town Halls, leadership meetings, off-sites, face-to-face meetings and other special events.
Manage end-to-end meeting logistics, including rooms, venues, virtual meeting technology, catering, transportation and other requirements.
Support preparation and distribution of agendas, presentations, briefing materials and meeting communications.
Maintain regional distribution lists, Teams/SharePoint sites, calendars and other shared resources as appropriate.
Coordinate internal and external visitors, including schedules, meeting arrangements and on-site logistics.
Support regional communications and organizational activities as appropriate.
Coordinate domestic and international travel across LATAM and globally, including flights, hotels, ground transportation, itineraries and required documentation.
Create detailed itineraries and adjust arrangements as priorities or travel requirements change.
Prepare, process and reconcile expense reports in accordance with company policies.
Support purchase orders, payment requests, invoices and other financial administrative processes.
Coordinate with internal teams and external vendors to support travel and meeting requirements.
Build relationships with administrative colleagues across LATAM, Global, International and the broader organization to enable coordination and information flow.
Serve as a point of connectivity across the regional team, helping leaders and teams navigate schedules, meetings and regional processes.
Identify opportunities to simplify and improve administrative and operating processes; share best practices and support administrative colleagues across the region where appropriate.
Proactively identify issues, anticipate needs and propose solutions.
Support special projects and other regional priorities as needed.