Executive Assistant

The businesses of Merck KGaA, Darmstadt, Germany • Bedford, MA

13d

About The Position

Work Your Magic with us! Start your next chapter and join MilliporeSigma.
Ready to explore, break barriers, and discover more? We know you’ve got big plans – so do we! Our colleagues across the globe love innovating with science and technology to enrich people’s lives with our solutions in Healthcare, Life Science, and Electronics. Together, we dream big and are passionate about caring for our rich mix of people, customers, patients, and planet. That's why we are always looking for curious minds that see themselves imagining the unimaginable with us.
This role does not offer sponsorship for work authorization. External applicants must be eligible to work in the US.

Requirements

• High School diploma /College degree a plus
• Minimum 5 plus years of related professional experience supporting senior-level management

Nice To Haves

• High Proficiency with Microsoft Office software (Word, Excel) and especially PowerPoint
• Knowledge of SAP
• Excellent interpersonal and communication skills verbal and written
• Ability to multitask, to be flexible to work assignments & deal with ambiguity
• Strong organizational skills
• Event planning and vendor management for leadership teams
• Attention to details
• Ability to communicate in a cross-functional and global team
• PowerPoint knowledge and related technologies for communications purposes a must
• Ability to organize, prioritize and work independently on multiple tasks while meeting or exceeding deadlines

Responsibilities

• Independently provide complex administrative support and project coordination for senior executive and team.
• Manage important department meetings (management team, steering committees, etc.) creating draft agendas, presentation consolidation, attending to take action items and minutes, and follow-up communications and tracking of deliverables and action items.
• Screen routine and highly confidential responses to incoming mail, E-mail, telephone calls and messages. Organize material by priority and subject, providing summaries.
• Ability to triage external calls from outside sources such as media, vendors and partners.
• Track documents for the Department Heads, signature in a timely and efficient manner.
• Develop and maintain a confidential, centralized filing system, which is linked to computer network filing structure.
• Schedule and accurately maintain daily Department Head calendars.
• Work on special projects within the department and corporate responsibility team.
• Execute special events and programs- logistics support as well as content input
• Participate and organize programs (ie community, group, global initiatives) when required by Leadership Team
• Develop and support creation of powerpoint presentations and additional document creation and maintenance
• Oversee Financials within the broader departments team (PO’s, contracts, Payments)
• Coordinate travel arrangements both international and domestic and ensure accuracy.
• Be able to process International Business Travel & International Document requirement (Visas, letters, etc.)
• Coordinate and schedule high-level business meetings for the Department Heads and direct reports (and others as assigned). Manage all logistical details in collaboration with internal colleagues and external vendors.
• Process expense reports in a timely manner
• Maintain budget including processing invoices, preparing purchase requisitions and long-term forecasting.
• Work closely with other functions to ensure the department has what it needs (for e.g. inter-faces with Facilities to manage space, IS to procure AV needs, catering, etc).
• Develop and maintain highly complex administrative systems, reports and formats.
• Collaborate with internal parties at all levels to gather information and prepare reports
• Maintain aspects of department-specific projects on an administrative capacity.
• Order all office supplies and maintain supply closet.
• Provide administrative support relative to interactions with local and global colleagues.
• Ensure deadline delivery (for e.g. monthly reports).
• Administrative responsibilities as required.

Benefits

• We are curious minds that come from a broad range of backgrounds, perspectives, and life experiences. We believe that this variety drives excellence and innovation, strengthening our ability to lead in science and technology. We are committed to creating access and opportunities for all to develop and grow at your own pace. Join us in building a culture of inclusion and belonging that impacts millions and empowers everyone to work their magic and champion human progress!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees