Lead Associate, Administrative Services — Infectious Diseases & Vaccines

MSD•Upper Gwynedd Township, PA

6d•Hybrid

About The Position

The Lead Associate position supports the Vice President, Infectious Diseases and Vaccines, Vice President of Quantitative Biosciences and additional senior leaders. The position will be based in West Point, PA. The primary activities of the Lead Associate position include and are not limited to the following: Coordinate and perform general administrative assistant/clerical duties for the VP’s and direct reports and manage multiple tasks while understanding the project principles and technical skills related to own work assignments. Work priorities and activities are performed with little supervision. Prepare, process, and reconcile expense reports and disbursement vouchers, as needed. Monitor email and correspondence to keep apprised of current issues, responding as appropriate, and providing reminders to supervisor for the many document reviews that are required. Coordinate executive communications, including taking calls, responding to emails and interfacing with internal/external global stakeholders. Manage the scheduling and prioritization of meetings and appointments. Schedule travel and create travel itineraries. Support department procurement needs including purchase orders, invoice payment and expense tracking. Coordinate agendas and membership for committees that the VP’s chairs. Coordinate content, agendas and meeting planning for VP Leadership and full team meetings. Coordinate administrative assistant workload and monthly administrative team meetings. Coordinate special projects and events within the division/department. Cover for other administrative assistants as needed. Uphold a strict level of confidentiality. The primary skillsets of the Lead Associate position include and are not limited to the following: Analytical ability to understand the project principles and technical skills related to work assignments. Proactive problem-solving skill and creativity in order to coordinate and effectively perform multiple tasks and prioritize a large number of simultaneous assignments. Extraordinary attention to detail, independent judgment and the ability to execute work priorities and activities with little supervision. Ability to interact professionally with internal and external clients both onsite and remotely to maintain workflow. Communication skills and professionalism must be at a level to effectively interact with Company executives across the enterprise.

Requirements

High School Diploma
Minimum of (10) years Administrative Assistant experience
Minimum of (3) years Administrative experience supporting Executives
Advanced computer skills using (MS Outlook, Word, Excel, Power Point) and operation of other peripheral devices
Demonstrated experience scheduling and coordinating complex, multi-leg domestic and international travel.
Experience processing Visa/Passport Applications
SAP/Concur/ADP or related system experience processing Expense Reports, Purchase Orders, Payment Requests. Vendor Add Forms, as well as running reports
Event Planning/Coordination experience
Outstanding communication and people skills
High degree of professionalism and sound judgment
Quick-learner, agile mindset, teamwork mindset
Excellent communication skills
Adaptability
Communication Systems
Database Management
Data Entry
Document Management
Event Planning
Facility Management
Interpersonal Relationships
Process Improvements
Processing Expense Reports
Purchase Order Management
Reporting and Analysis
Scheduling
Travel Expertise
Vendor Management

Responsibilities

Coordinate and perform general administrative assistant/clerical duties for the VP’s and direct reports
Manage multiple tasks while understanding the project principles and technical skills related to own work assignments
Prepare, process, and reconcile expense reports and disbursement vouchers, as needed
Monitor email and correspondence to keep apprised of current issues, responding as appropriate, and providing reminders to supervisor for the many document reviews that are required
Coordinate executive communications, including taking calls, responding to emails and interfacing with internal/external global stakeholders
Manage the scheduling and prioritization of meetings and appointments
Schedule travel and create travel itineraries
Support department procurement needs including purchase orders, invoice payment and expense tracking
Coordinate agendas and membership for committees that the VP’s chairs
Coordinate content, agendas and meeting planning for VP Leadership and full team meetings
Coordinate administrative assistant workload and monthly administrative team meetings
Coordinate special projects and events within the division/department
Cover for other administrative assistants as needed
Uphold a strict level of confidentiality