Sr. Administrative Assistant

Job Description

Our company is a global health care leader with a diversified portfolio of prescription medicines, vaccines and animal health products. Today, we are building a new kind of healthcare company – one that is ready to help create a healthier future for all of us.

Our ability to excel depends on the integrity, knowledge, imagination, skill, diversity and teamwork of our employees. To this end, we strive to create an environment of mutual respect, encouragement and teamwork. Our employees are part of a global team, with the opportunity to collaborate with talented and dedicated colleagues while developing and expanding their careers.

The Office of General Counsel currently has an opening for an Administrative Associate to provide administrative support to attorneys within our company's Intellectual Property Group.

Role Summary

• The Senior Associate, Administrative Assistant, will provide proactive, high-quality, and reliable administrative support to the Intellectual Property legal group, a part of the Offices of the General Counsel.

• The individual in this role will coordinate and perform multiple administrative tasks in a dynamic environment, and closely collaborate with administrative associates and paralegals in the Intellectual Property legal group.

Responsibilities and Primary Activities

• Prepare, edit, and assist with various documents, memos, correspondence and reports, under guidance and supervision of attorneys (such as various internal patent-related memos, legalizations of Powers of Attorneys, copyright applications, and PowerPoint presentations).

• Perform advanced clerical duties.

• Manage multiple calendars and scheduling tasks.

• Review and approve invoices for compliance with billing guidelines; create matters within billing system; assist with financial matter management and budget planning.

• Track weekly schedules for team members.

• Manage outside visitors and meetings.

• Coordinate travel and process expense reports.

• Assist in maintaining and updating team websites, SharePoint sites and other web resources.

• Sort and review correspondence on a daily basis; organize and maintain electronic and physical filing systems in accordance with records retention policies.

• Coordinate and perform multiple tasks while understanding the project principles and technical skills related to own work assignments.

• Communicate and interact effectively with internal and external stakeholders.

• Reliably handle confidential and sensitive legal issues.

• Coordinate special projects within the Intellectual Property legal group.

• Consistently demonstrate Company Leadership behaviors.

Education:

• Required: High School Diploma or equivalent.

• Preferred: Advanced education or certifications (e.g. Certified Administrative Professional, Paralegal Studies Certificate, Project Management Professional Certification, Professional in Human Resources Certification).

Experience and Skillset:
Required

• 8+ years of administrative assistant experience or 4+ years of paralegal experience.

• Advanced computer skills using MS Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, OneNote, Teams, etc.), enterprise communication and travel solutions, and other company software and hardware tools.

• Experience processing expense reports, travel reservations, and invoices.

• Experience scheduling meetings and managing calendars.

• Ability to apply independent judgment, creativity, and problem-solving capabilities.

• Ability to handle and prioritize multiple work assignments.

• High-level of attention to detail and organization is required.

• Strong communication and people skills.

• Collaborative, inquisitive, adaptive, and flexible.

• Enthusiastic, self-motivated team player with a strong work ethic.

• Documented experience as a strong performer in current and past positions.

Preferred

• 3+ years administrative experience supporting executives (Senior Director, Executive Director, Vice President, or above).

• Experience as an intellectual property administrative associate in a corporate or law firm setting.

• Concur and Tymetrix360 e-billing system.

• Intellectual Property specific systems (e.g., Clarivate’s First to File and TIPMS).

• Notary public commission.

• Experience with financial and budget tasks.

• Demonstrated experience scheduling and coordinating complex, multi-leg domestic and international travel.

#MSJR

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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:

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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

U.S. Hybrid Work Model

Effective September 5, 2023, employees in office-based positions in the U.S. will be working a Hybrid work consisting of three total days on-site per week, Monday - Thursday, although the specific days may vary by site or organization, with Friday designated as a remote-working day, unless business critical tasks require an on-site presence.This Hybrid work model does not apply to, and daily in-person attendance is required for, field-based positions; facility-based, manufacturing-based, or research-based positions where the work to be performed is located at a Company site; positions covered by a collective-bargaining agreement (unless the agreement provides for hybrid work); or any other position for which the Company has determined the job requirements cannot be reasonably met working remotely. Please note, this Hybrid work model guidance also does not apply to roles that have been designated as “remote”.

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.

Employee Status:

Regular

Relocation: