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Merck · 1 day ago

Lead Administrative Associate, Administrative Services

USA - New Jersey - Rahway

Full-time

Hybrid

Mid, Senior Level

$98K/yr - $155K/yr

7+ years exp

Merck is a leading global healthcare company, and they are seeking a Lead Administrative Associate to provide top-tier administrative support and operational leadership within the Market Intelligence & Business Strategy team. This role involves managing the AVP’s calendar, overseeing team operations, and streamlining processes to enhance effectiveness and support strategic planning activities.

BiotechnologyHealth CareMedicalPharmaceutical

Comp. & Benefits

No H1B

Responsibilities

Manage the AVP’s calendar, prioritizing requests and optimizing time against priorities

Plan and facilitate leadership/team meetings (agenda, materials, notes, actions)

Coordinate domestic/international travel and itineraries

Manage executive expenses and reimbursements in a timely, compliant manner

Coordinate guest registration and site access

Oversee team budget: track spend vs. plan and provide variance analysis

Partner with Finance/Procurement on forecasting, accruals, and vendor invoices

Lead vendor management and procurement processes end-to-end (SOWs, POs, renewals, compliance checks)

Maintain and improve standard operating procedures and team process documentation

Manage onboarding and offboarding processes for employees and contractors (systems access, orientation, equipment, documentation)

Identify and implement opportunities for workflow automation, simplification, and standardization

Program basic internal market research surveys utilizing our enterprise survey tool. Provide high-level analysis of results in PowerPoint format

Act as Pharmacovigilance liaison, ensuring Market Research activity alignment with PV requirements and processes

Manage the enterprise knowledge base (uploading, taxonomy, permissions, version control)

Administer enterprise survey licenses: delegate licenses, program surveys as needed and ensure data governance and compliance

Coordinate with Legal, Compliance, IT, HR, and other functions to streamline approvals and mitigate operational risks

Qualification

Vendor ManagementBudget ManagementCalendar ManagementData HandlingDocument ManagementEvent PlanningInterpersonal RelationshipsProcess ImprovementsTravel ExpertiseAnalysis

Required

High school diploma and seven (7)+ years of experience in roles that may have included any combination of the following: executive administration, communications, project coordination, operations, or chief-of-staff–style roles

Experience supporting senior leaders

Demonstrated experience managing complex calendars, travel, budgets, vendor relationships, and procurement workflows

Comfort with data handling, document management, permissions, and basic survey programming

Operates autonomously and drives tasks to completion

Navigates ambiguity; finds pragmatic solutions and removes obstacles

Handles sensitive information with integrity

Builds strong relationships across functions

Adaptability

Communication Systems

Database Management

Data Entry

Document Management