Executive Assistant

Merck•Boston, MA

16d•Hybrid

About The Position

The Executive Assistant provides superior executive assistance to the SVP of North America Medical Affairs (NAMA), managing the executive’s calendar, travel, expenses, communications, and organizational needs so the SVP can focus on strategic and senior leadership activities. The role also provides advanced administrative support to NAMA Leadership Team members and works with internal and external stakeholders across a global, matrixed organization. This is a hybrid position requiring onsite presence at least three days per week, with additional in-office days as business needs vary. The role involves approximately 10% travel. Work authorization sponsorship is not offered; external applicants must be eligible to work in the United States.

Requirements

Bachelor’s degree in any discipline and 7 or more years of executive assistant experience supporting senior-level management in a global, matrixed environment; alternatively, a high school diploma or GED and 10 or more years of executive assistant experience within the pharmaceutical industry.
Outstanding organizational and time-management skills, attention to detail, follow-through, and a proactive willingness to take initiative.
Strong written and verbal communication skills.
Strong interpersonal skills and a collaborative approach.
Professionalism and sound judgment when handling confidential information.
Ability to manage multiple priorities in a fast-paced environment.
Eligibility to work in the United States; work authorization sponsorship is not offered.

Nice To Haves

Experience in the pharmaceutical or healthcare industry.
Knowledge of life-science industry terminology and processes.
Advanced knowledge of Microsoft Office software, including Word, Excel, PowerPoint, and Teams, and electronic filing systems.
Experience coordinating meetings, travel, or events.
Experience supporting leaders or cross-functional teams.
Familiarity with SAP, Concur, Workday, ARIBA, or similar business systems.
Experience working within a global organization.

Responsibilities

Maintain the SVP’s executive calendar, coordinating with internal and external senior executives, assistants, third-party stakeholders, and industry partners.
Coordinate complex executive meetings and events, including preparing agendas, recording minutes, tracking action items, and ensuring the SVP has relevant meeting materials.
Arrange complex domestic and international travel.
Process expense reports for the SVP and assigned NAMA Leadership Team members, ensuring accuracy and timely submission.
Prepare and edit correspondence, communications, presentations, and other documents.
Monitor incoming and outgoing communications, including email, team calls, mail, telephone calls, and messages; screen routine and highly confidential matters.
Serve as a liaison between the SVP and internal and external stakeholders, maintaining positive relationships with key contacts and departments.
Understand the scope and content of ongoing NAMA programs and assist with projects as needed, prioritizing work and ensuring timely follow-up.
Provide advanced executive administrative support to NAMA Leadership Team members.
Ensure deadlines are met for requests and assignments, including team meeting materials and periodic reports.
Develop and maintain a confidential centralized filing system linked to the computer network filing structure.
Collaborate with internal parties at all levels to gather information and prepare reports according to executive needs.
Attend Administrative Excellence meetings and events, provide information to support managerial decisions, and participate in staff-training design and implementation as applicable.