Executive Coordinator (PMO)

Merck•Burlington, MA

3d•Hybrid

About The Position

The Executive Coordinator (PMO) provides high-level administrative support to two senior leaders while actively contributing to communications engagement and Project Management Office (PMO) operations. This role is a perfect launchpad for an early-career administrative professional looking to build, sharpen, and apply foundational project management skills. You will blend traditional executive calendar and meeting logistics with project tracking, stakeholder communication, and governance support in a highly collaborative environment.

Requirements

Bachelor’s degree
2+ years working as an administrative assistant
6 months+ of PMO coordination or program coordination

Nice To Haves

A strong desire to learn PMO methodologies, risk management, and governance frameworks.
Familiarity with or exposure to collaborative tools like SharePoint, Confluence, or basic project management software (e.g., Asana, Jira, Smartsheet).
Strong written and verbal communication skills with an ability to draft polished, executive-ready messaging.
Exceptional time-management skills and the ability to balance competing administrative and project deadlines.

Responsibilities

Coordinate complex, cross-functional calendars across multiple time zones; manage travel arrangements and expense reporting.
Oversee logistics for leadership meetings, town halls, and executive offsites (including room booking, catering, hybrid tech setup, and visitor access).
Screen incoming requests, triage leadership priorities, and handle highly confidential information with absolute discretion.
Draft executive emails, newsletters, and announcements; manage internal communications calendars to keep teams aligned.
Coordinate team engagement sessions (e.g., coffee chats, 1:1s, lunches) utilizing established playbooks and templates.
Maintain standard PMO trackers, status reports, and timelines for priority initiatives under the guidance of senior team members.
Prepare agendas, distribute pre-reads, and capture action items, key decisions, and risk logs during project reviews.
Assist with project scoping, RACI mapping, and breaking down large initiatives into actionable team workstreams.