Executive Assistant, Compliance (Hybrid)

Job description

Job Description The Executive Assistant delivers exceptional, end-to-end administrative and strategic support to the Vice President, US Human Health Ethics & Compliance Officer and team, while providing dedicated onsite support to the SVP, Chief Ethics and Compliance Officer. Operating with a high degree of autonomy, you will manage complex executive calendars, communications, global travel, and confidential workflows across a highly matrixed organization. In this role, you will partner closely with a peer Executive Assistant to support both senior leaders across two physical sites, ensuring seamless operational continuity, shared coverage, and flawless execution of executive needs. Key Responsibilities: Executive Support and Communications Monitor and triage email and communications to stay apprised of issues; respond as appropriate and provide timely reminders for document reviews and approvals. Interface with internal and external global stakeholders; draft and respond to emails, and prepare executive-ready materials. Uphold strict confidentiality and handle sensitive information with discretion. Calendar, Meetings, and Events Own scheduling and prioritization of meetings and appointments; proactively resolve conflicts and protect leadership focus time. Plan and execute executive meetings end-to-end, including agendas, materials, presentations, logistics, and follow-ups. Coordinate and handle all logistics for meetings, events, and town halls. Manage meeting logistics with onsite external guests. Travel and Expenses Arrange and manage multi-segment domestic and international travel arrangements; adapt quickly to changes and ensure compliance with preferences and company policy; prepare detailed travel itineraries. Process Visa requests as needed for travel. Prepare, process, and reconcile expense reports; support purchase orders and payment requests as needed. Operations, Projects, and Processes Coordinate and/or lead department projects and assignments; apply advanced analytical ability, independent judgment, creativity, and problem-solving. Oversee various office support activities; proactively ensure facilities and business services function correctly; Lead by example to sustain professionalism and cooperation among administrative colleagues; collaborate closely with chiefs of staff, executive IT, communications, and peer admins. Standardize recurring processes through clear, documented procedures. Qualifications Education Required: High School Diploma or equivalent. Preferred: Advanced education or certifications such as (e.g. Certified Administrative, Professional, AI Ambassadors Program, Project Management Professional Certification, Professional in Human Resources Certification) Required Experience and Skills Minimum 10 years of administrative assistant experience. Minimum 5 years supporting executive-level leaders (Vice President or above). Advanced skills in Microsoft 365 applications (Outlook, PowerPoint, Excel, Word); SAP/CONCUR; Artificial Intelligence Capabilities (GPTeal, Microsoft Co-Pilot, Gemini); and digital collaboration tools (Teams, SharePoint). Proficiency with company internal systems and processes for expense reports, purchase orders, and payment requests. Experience maintaining the highest levels of discretion and confidentiality in handling sensitive information, including compliance, legal, and personnel data. Proven ability with managing competing priorities simultaneously, strong attention to detail, and exceptional follow-up and follow-through. Ability to learn quickly, anticipate needs, and act proactively. Skilled collaborator and problem-solver, proficient at working with different personalities, styles, and preferences; ability to maintain composure, confidentiality, and professionalism under pressure. Ability to work independently and manage priorities effectively. Excellent stakeholder management skills. Exceptional written and verbal communication. Preferred Experience and Skills AI & Digital Productivity: proactive pursuit and experience upskilling in and utilizing enterprise AI tools (GPTeal platform, talkGPTeal, Microsoft Co-pilot, and Gemini) #MSJR The salary range for this role is: $94,300 - $148,400 This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. An employee’s position within the salary range will be based on several factors including, but not limited to relevant education, qualifications, certifications, experience, skills, geographic location, government requirements, and business or organizational needs. The successful candidate will be eligible for annual bonus and long-term incentive, if applicable. We offer a comprehensive package of benefits. Available benefits include medical, dental, vision healthcare and other insurance benefits (for employee and family), retirement benefits, including 401(k), paid holidays, vacation, and compassionate and sick days. Required 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 Preferred Skills: Current Employees apply HERE Current Contingent Workers apply HERE US and Puerto Rico Residents Only: Our company is committed to inclusion, ensuring that candidates can engage in a hiring process that exhibits their true capabilities. Please click here if you need an accommodation during the application or hiring process. As an Equal Employment Opportunity Employer, we provide equal opportunities to all employees and applicants for employment and prohibit discrimination on the basis of race, color, age, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status, or other applicable legally protected characteristics. As a federal contractor, we comply with all affirmative action requirements for protected veterans and individuals with disabilities. For more information about personal rights under the U.S. Equal Opportunity Employment laws, visit: EEOC Know Your Rights EEOC GINA Supplement​ We are proud to be a company that embraces the value of bringing together, talented, and committed people with diverse experiences, perspectives, skills and backgrounds. The fastest way to breakthrough innovation is when people with diverse ideas, broad experiences, backgrounds, and skills come together in an inclusive environment. We encourage our colleagues to respectfully challenge one another’s thinking and approach problems collectively. Learn more about your rights, including under California, Colorado and other US State Acts San Francisco Residents Only: We will consider qualified applicants with arrest and conviction records for employment in compliance with the San Francisco Fair Chance Ordinance Los Angeles Residents Only: We will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance 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. Employe