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:

Regular

Relocation:

VISA Sponsorship:

Travel Requirements:

Flexible Work Arrangements:

Hybrid

Shift:

Valid Driving License:

Hazardous Material(s):

Required Skills:

Adaptability, Communication, Communication Systems, Database Management, Data Entry, Document Management, Event Planning, Executive Assistance, Executive Business Management, Executive Office Administration, Facility Management, Interpersonal Relationships, Leadership, Management Process, Process Improvements, Processing Expense Reports, Purchase Order Management, Reporting and Analysis, Scheduling, Travel Expertise, Vendor Management

Preferred Skills:

Job Posting End Date:

09/30/2025

• 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