Executive Administrative Assistant – LATAM Regional Leadership Team (Hybrid)

MSD•Rahway, NJ

1d•$100,400 - $158,000•Hybrid

About The Position

The Executive Administrative Assistant supports the LATAM Regional Leadership Team, with approximately 20% dedicated support for the company's International Chief of Staff and PMO. This is a highly visible role in a fast-paced, dynamic environment involving collaboration across countries, functions, and senior leadership teams. The assistant enables effective leadership operations by managing complex priorities, coordinating regional activities, and preparing leaders for meetings, events, and decisions. The role calls for initiative, discretion, sound judgment, attention to detail, strong organization, and the ability to anticipate needs, manage competing priorities, and work independently. The successful candidate will proactively solve problems and identify opportunities to simplify processes, strengthen collaboration, and improve how the regional team works together. The position provides administrative and logistical support, manages calendars and leadership requests, and coordinates the operating rhythm of regional forums such as leadership meetings, business reviews, and planning sessions. It also covers meeting and event logistics, preparation and distribution of materials and communications, visitor arrangements, and maintenance of shared resources. The assistant coordinates domestic and international travel, itineraries, expenses, purchase orders, payment requests, and invoices, working with internal teams and external vendors as needed. The role builds connections with administrative colleagues across LATAM and the broader organization, supports regional processes and special projects, and helps improve administrative practices. The role is hybrid. The posted salary range is $100,400–$158,000. The successful candidate may be eligible for an annual bonus and long-term incentive, if applicable. Benefits include medical, dental, vision, and other insurance benefits for employees and families; retirement benefits including a 401(k); paid holidays; vacation; and compassionate and sick days. Relocation is not offered, visa sponsorship is not available, and the posting indicates no travel required.

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, solutions-oriented approach, with the ability to anticipate needs and resolve issues.
Strong collaboration skills and demonstrated 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.
Required skills listed in the posting include communication systems, data entry, document management, event planning, expense reconciliations, international travel arrangements, meeting management, Microsoft Office, processing expense reports, purchase order management, reporting and analysis, scheduling, travel expertise, vendor management, and workflow management.

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 a 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 demonstrated 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, including approximately 20% dedicated support for the company's International Chief of Staff and PMO.
Manage complex calendars, appointments, and meetings, prioritizing commitments and ensuring effective use of leadership time.
Anticipate leadership priorities and prepare appropriate materials, background information, and pre-reads for 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 operating rhythm of the LATAM Regional Leadership Team, including leadership meetings, business reviews, planning sessions, and other regional forums.
Coordinate meeting logistics, agendas, pre-reads, presentations, and materials with meeting owners and functional teams.
Maintain visibility of leadership milestones, regional meetings, and important business events.
Track follow-ups and help ensure actions are communicated and progressed.
Partner with administrative colleagues across LATAM, International, and global teams to coordinate leadership activities and resolve scheduling or logistical challenges.
Coordinate regional 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 complex domestic and international travel across LATAM and globally, including flights, hotels, ground transportation, itineraries, and required documentation.
Create detailed itineraries and adjust arrangements as business 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 Executive Assistants and administrative colleagues across LATAM, Global, International, and the broader organization.
Act 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 provide guidance or support to administrative colleagues across the region where appropriate.
Proactively identify issues, anticipate needs, and propose solutions.
Support special projects and other regional priorities as needed.