Senior Administrative Services Specialist - Biocatalysis

MSD•Rahway, NJ

3d•$82,700 - $130,200

About The Position

The Senior Administrative Services Specialist provides proactive, high-quality, flexible, and reliable administrative support to the Executive Director of Biocatalysis in Small Molecule Process Research & Development and their leadership team. This role assists with administrative functions relating to organization and communication across the team and ensures the efficient operation of team members. We are seeking candidates who are proactive and act with a sense of urgency, thrive in complexity, demonstrate resilience, and model the highest caliber of values and standards. Candidates must have an interest and ability to work successfully in a fast paced and dynamic work environment. The ideal candidate is a highly motivated individual capable of prioritizing work, demonstrating exceptional organizational and proactive problem-solving skills, professional communication skills, flexibility, and teamwork as well experience navigating across an enterprise to access resources and solutions as needed. In addition to supporting the Biocatalysis team, the role supports various related committees and meetings that enhance the division and further its goals.

Requirements

High school diploma
Minimum of 8 years of administrative assistant experience
Advanced ability using Microsoft Office Suite (Outlook, Word, Excel, Power Point) and ability to operate other peripheral devices
Advanced analytical ability, independent judgment, creativity, and problem-solving capabilities
Communication skills must be at a level to effectively interact with our company's executives and their assistants as well as internal/external clients both on-site and remotely to maintain relations
Demonstrated experience scheduling and coordinating complex, multi-leg domestic and international travel and processing Visa/Passport Applications
Ability to handle and prioritize a large number of simultaneous assignments
Event Planning/Coordination experience
Extraordinary attention to detail and handling of confidential or sensitive information
Outstanding communication and people skills

Nice To Haves

SAP experience processing expense reports, purchase orders, payment requests, and vendor add forms, as well as ability to run reports within SAP
Advanced education or certifications (e.g., Certified Administrative Professional, Project Management Professional Certification, Professional in Human Resources Certification)

Responsibilities

Administrative support to include calendar management, meeting management (including meetings with external colleagues), processing expense reports, coordinating travel and accommodation, and updating weekly schedules
Scheduling complex travel arrangements, including multi-leg domestic and international travel, including experience with visa and passport processing
Event planning and coordination
Consistently demonstrating Company leadership behaviors; dealing with difficult situations diplomatically and effectively
Preparing and distributing correspondence and reports, while reliably handling confidential and sensitive topics and materials
Coordinating and performing multiple tasks while understanding the project principles and technical skills related to own work assignments.
Coordinating work and tasks through collaboration with colleagues across multiple sites
Interacting with team colleagues and understanding administrative interdependencies in work
Maintaining a working knowledge of the priorities of the team, enabling an efficiently run department and a focus on key aspects of work.
Producing and completing various work assignments requiring independent judgment, creativity and problem solving skills with minimal supervision
Coordinating special projects within the division/area
Often serving as an initial point of contact for and liaison to outside candidates, visitors, clients, vendors
Supporting the use and access rights of SharePoint sites
Managing the training profiles for employees, and aiding in activities related to training administration and systems
Aiding with financial and budget tasks