Executive Assistant

Merck•Bedford, MA

12h•$38 - $61

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. Your Role : Independently provide complex administrative support and project coordination for senior executives and teams, including the accurate maintenance of daily Department Head calendars and high-level business meetings. Manage important department meetings and steering committees by creating draft agendas, consolidating presentations, attending to take minutes, and tracking the follow-up of deliverables and action items. Screen routine and highly confidential responses to incoming mail, email, and telephone calls; triage external calls from sources such as media, vendors, and partners while providing summaries organized by priority. Oversee financials within the broader departments team, including processing expense reports, invoices, contracts, and purchase requisitions, while assisting with long-term budget forecasting. Coordinate complex international and domestic travel arrangements, ensuring accuracy and managing all international document requirements such as visas and letters. Work on special projects within the department and corporate responsibility team, maintaining project-specific administrative needs and ensuring the delivery of all monthly reports and deadlines. Execute logistics and provide content input for special events and programs, including community, group, and global initiatives as required by the Leadership Team. Develop and maintain highly complex administrative systems, centralized filing structures, and reports; collaborate with internal parties to gather information and prepare PowerPoint presentations. Work closely with other functions to ensure the department has what it needs, interfacing with Facilities to manage space, IS for AV needs, and vendors for catering or office supplies. Track documents for Department Head signatures in a timely and efficient manner and handle additional administrative responsibilities as assigned.

Requirements

High School Diploma or GED.
5+ years of professional experience supporting senior-level management.

Nice To Haves

Bachelor’s Degree in any discipline.
Highly proficient with MS Office (including Word, Excel, and PowerPoint); familiarity with SAP.
Excellent interpersonal and communication skills, both verbal and written, with the ability to communicate effectively in a cross-functional and global team.
Strong organizational skills and attention to detail with the ability to work independently on multiple tasks, remain flexible with assignments, and meet or exceed deadlines while dealing with ambiguity.
Experience with event planning and vendor management for leadership teams.

Responsibilities

Independently provide complex administrative support and project coordination for senior executives and teams, including the accurate maintenance of daily Department Head calendars and high-level business meetings.
Manage important department meetings and steering committees by creating draft agendas, consolidating presentations, attending to take minutes, and tracking the follow-up of deliverables and action items.
Screen routine and highly confidential responses to incoming mail, email, and telephone calls; triage external calls from sources such as media, vendors, and partners while providing summaries organized by priority.
Oversee financials within the broader departments team, including processing expense reports, invoices, contracts, and purchase requisitions, while assisting with long-term budget forecasting.
Coordinate complex international and domestic travel arrangements, ensuring accuracy and managing all international document requirements such as visas and letters.
Work on special projects within the department and corporate responsibility team, maintaining project-specific administrative needs and ensuring the delivery of all monthly reports and deadlines.
Execute logistics and provide content input for special events and programs, including community, group, and global initiatives as required by the Leadership Team.
Develop and maintain highly complex administrative systems, centralized filing structures, and reports; collaborate with internal parties to gather information and prepare PowerPoint presentations.
Work closely with other functions to ensure the department has what it needs, interfacing with Facilities to manage space, IS for AV needs, and vendors for catering or office supplies.
Track documents for Department Head signatures in a timely and efficient manner and handle additional administrative responsibilities as assigned.