Executive Assistant to Managing Director

Job Description

PERFORMANCE OBJECTIVES:

The Administrative Assistant will support the Managing Director of the company and the staff. The primary activities include, but are not limited to, the following:

• Calendar management of the MD / schedule and co-ordinate meetings across multiple time zones
• Coordinating and scheduling complex multi-leg and international travel arrangements as well as processing business visas for staff in India.
• Secure appointments and draw up a schedule of meetings with global / regional colleagues at destination of travel, to optimally manage time.
• Managing the visits of various leaders and others visiting Shared Services in India
• Supports the timely processing of departmental charges/travel expenses.
• General administrative duties for the team as required.
• Coordinates with vendors and raises Purchase requests for the department.
• Produces/completes various work assignments requiring advanced analytical ability, independent judgment, creativity and problem-solving skills.
• Works in teams or independently as needed and as relevant to complete work assignments and various tasks.
• Communication Skills must be at a level to effectively interact with company executives and internal/external companies to maintain workflow.
• Work priorities and activities are reviewed with little supervision.
• Organize internal and off-site corporate events and meetings, such as leadership team goal-setting meetings.
• Manage e-filing systems, maintain contact databases efficiently to enable quick recall.
• Act as a gatekeeper and gateway for communication between the CEO and internal staff, as well as external clients and partners.
• Effectively work in a team / take initiative.
• Be pro-active at resolving issues / anticipate needs.
• High degree of professionalism in dealing with diverse groups of people.
• Make appropriate, informed decisions regarding priorities and available time.
• Manage to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Maintain a high level of integrity and discretion in handling confidential information.
• Excellent judgment / emotional intelligence.
• Ability to switch gears at a moment’s notice.

QUALIFICATIONS

• Education: completion of High School diploma, or equivalent.
• Minimum of 8-10 years Administrative Assistant experience
• Advanced computer skills using MS Office Suite (Outlook, Word, Excel, Power Point, Teams etc.) and operation of other peripheral devices.
• Demonstrated experience scheduling and coordinating complex, multi-leg domestic and international travel.
• Experience processing Visa and Passport applications.
• Experience with processing Expense Reports, Purchase Orders and Payment Requests (SAP Ariba preferred)
• Fluency in English language, both written and verbal
• Professional communication skills
• Exceptional organizational skills and impeccable attention to detail.

The ideal candidate is preferred to have the following skills and experience:

• Minimum of (4) year administrative experience supporting Managing Directors/Executive Leaders preferably in a Consulting & Private Equity Firms, Pharma MNCs and Tech. Companies.

Current Employees apply HERE

Current Contingent Workers apply HERE

Search Firm Representatives Please Read Carefully
Merck & Co., Inc., Rahway, NJ, USA, also known as Merck Sharp & Dohme LLC, Rahway, NJ, USA, does not accept unsolicited assistance from search firms for employment opportunities. All CVs / resumes submitted by search firms to any employee at our company without a valid written search agreement in place for this position will be deemed the sole property of our company. No fee will be paid in the event a candidate is hired by our company as a result of an agency referral where no pre-existing agreement is in place. Where agency agreements are in place, introductions are position specific. Please, no phone calls or emails.

Employee Status:

Relocation:

VISA Sponsorship:

Travel Requirements:

Flexible Work Arrangements:

Shift:

Valid Driving License:

Hazardous Material(s):

Required Skills:

Preferred Skills:

Job Posting End Date:

• A job posting is effective until 11:59:59PM on the day BEFORE the listed job posting end date. Please ensure you apply to a job posting no later than the day BEFORE the job posting end date.
  

Requisition ID:R364279