Executive Coordinator

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

22h•$40 - $61•Hybrid

About The Position

EMD Serono is seeking an Executive Coordinator to provide executive and operational support to communications leadership, including the Head of Communications, North America, the Global Head of Communications, and other communications leaders. The role focuses primarily on North America and collaborates closely with the global communications team. Reporting directly to the Head of Communications, North America, the coordinator helps organize priorities, meetings, events, travel, and team activities while maintaining effective relationships with colleagues and stakeholders across regions. The position is based at the company's Boston, Massachusetts Seaport office and requires working onsite three or more days per week. Travel may be up to 5%. The role does not offer work-authorization sponsorship; external applicants must be eligible to work in the United States.

Requirements

High school diploma or GED.
At least 4 years of professional experience in executive support, administrative coordination, project coordination, and event planning.
At least 4 years of experience supporting senior leaders, teams, and cross-functional activities.
Must be eligible to work in the United States; the position does not offer work-authorization sponsorship.

Nice To Haves

Experience with communications coordination.
Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
Experience coordinating executive meetings, events, travel, or communications activities.
Experience working with cross-functional teams and senior stakeholders.
Familiarity with SAP, Concur, Workday, or similar business systems.
Experience working in a global organization or coordinating across regions and time zones.
Strong organizational, prioritization, and time-management skills.
Excellent written and verbal communication skills.
Attention to detail and reliable follow-through.
A proactive, service-oriented mindset and willingness to take initiative.
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.

Responsibilities

Coordinate calendars, meetings, and priorities for communications leaders across multiple time zones.
Prepare agendas, presentations, briefing materials, communications updates, and follow-up documentation.
Track action items and commitments and help ensure timely follow-through.
Support communications team activities and workflows.
Handle sensitive and confidential information professionally and discreetly.
Plan and coordinate onsite, virtual, and offsite meetings from preparation through follow-up.
Manage meeting logistics, including venues, conference rooms, catering, technology, and materials.
Support leadership meetings, executive visits, employee events, town halls, and communications-related events.
Coordinate with internal partners and vendors to deliver well-organized meetings and events.
Arrange domestic and international travel, including itineraries and travel documentation.
Prepare and process expense reports and support travel and expense reconciliation.
Process purchase requisitions, invoices, and other administrative expenses.
Support budget tracking, reporting, and administrative planning.
Coordinate vendor relationships and relevant team resources.
Maintain project trackers, calendars, and documentation for the communications team's work.
Partner with communications colleagues and business partners across North America and globally.
Coordinate activities for communications leaders across regions while accounting for time zones and local needs.
Build and maintain positive relationships with internal and external stakeholders.
Communicate clearly and professionally and help keep information and activities organized across teams.