Executive Administrative Assistant – LATAM Regional Leadership Team (Hybrid)

MSD•Rahway, NJ

1d•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 highly visible role enables regional leaders to operate effectively by managing complex priorities, coordinating regional activities, and preparing leaders for important meetings, events, and decisions. It calls for initiative, sound judgment, discretion, strong organization and attention to detail, and the ability to work independently while anticipating needs and managing changing priorities. The role coordinates the regional leadership team's operating rhythm, including meetings, business reviews, planning sessions, Town Halls, off-sites, and other events. It manages calendars, meeting materials, follow-ups, communications, visitors, and complex domestic and international travel, and processes expenses and other financial administration. The assistant also builds relationships with administrative colleagues across LATAM and global teams, supports regional processes and special projects, and identifies opportunities to improve how administrative work is performed.

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 work 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, including the ability to anticipate needs and resolve issues.
Strong collaboration skills and ability to build trusted relationships across teams.
Flexibility and effectiveness 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 or 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 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 and approximately 20% dedicated support to the International Chief of Staff and PMO.
Manage complex calendars, appointments, and meetings, prioritizing commitments and making effective use of leadership time.
Anticipate priorities and ensure leaders receive relevant materials, background information, and pre-reads before key meetings.
Monitor requests requiring leadership review, approval, or follow-up, and handle confidential information with discretion.
Support leadership meetings, business reviews, planning sessions, and other regional forums.
Coordinate agendas, pre-reads, presentations, meeting materials, logistics, and follow-ups in partnership with meeting owners and functional teams.
Maintain visibility of regional leadership milestones, meetings, and business events, and help communicate and progress action items.
Partner with administrative colleagues across LATAM, International, and global teams to coordinate activities and resolve scheduling or logistical challenges.
Coordinate Town Halls, leadership meetings, off-sites, in-person meetings, and special events, including venues, rooms, virtual meeting technology, catering, and transportation.
Prepare and distribute agendas, presentations, briefing materials, and meeting communications; maintain distribution lists, Teams/SharePoint sites, calendars, and 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.
Arrange complex domestic and international travel, including flights, hotels, ground transportation, itineraries, and required documentation; adjust arrangements as priorities or requirements change.
Prepare, process, and reconcile expense reports according to company policies.
Support purchase orders, payment requests, invoices, and other financial administrative processes, coordinating with internal teams and external vendors as needed.
Build relationships with administrative colleagues and serve as a point of connectivity across the regional team.
Identify opportunities to simplify and improve administrative and operating processes; share best practices and provide guidance or support to regional administrative colleagues where appropriate.
Proactively identify issues, anticipate needs, and propose solutions.
Support special projects and other regional priorities as needed.