Administrative Assistant

Job Description

The Administrative Assistant will support the BSC-Americas Executive Leadership team to build the BSC footprint in Costa Rica. Job responsibilities require coordination of multiple tasks to complete work assignments which require advanced analytical ability, independent judgment, creativity, and problem-solving skills. This role requires strong communication skills for effective interaction with executives and internal/external clients both on-site and remotely to maintain workflow

The individual must possess outstanding communication and people skills and have extensive experience with event planning and coordination.

Position Responsibilities

Primary responsibilities for this position include, but are not limited to, the following:

• Conduct General Secretarial/Clerical duties

• Support the Executive Leadership team taking meeting notes, giving follow up in action items, coordinating travel arrangements and preparing expenses reports

• Schedule complex, multi-leg, and international travel 

• Support travel arrangement for groups (4+ employees)

• Coordinate all logistic requires for visitors according to the current guideline (including Travel, hotel, meals, security, transportation, rooms, etc.)

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

• Prioritize and perform work activities under little supervision

• Produce various work assignments which require advanced analytical ability, independent judgment, creativity, and problem-solving skills

• Be the single point of contact for information resources (travel, ticket creation - IT Issues, Meeting room reservations)

• Support and assist in the use of Team Sites

• Communicate at a high level to effectively interact with executives and internal/external clients both on-site and remotely to maintain work flow

• Manage the site lead calendar (coordinate with stakeholders, schedule/cancel meetings, WebEx, etc.)

• Make internal and external communication

• Support the onboarding process.

• Organize special projects/events within the division or area. Present project plans and provide updates. 

• Coordinate all matters require for trainings or meetings (rooms reservations, snacks, WebEx, audio, connections, etc.) and ensure everything is working proper prior and during the session.

• Keep constant communication and coordination with facilities, Security and IT.

Education & Experience

• Bachelor’s degree in Business Administration or related field

• 3 years Administrative or Finance or Admin Assistant responsibilities experience

• Preferably 3 years Administrative experience supporting Sr. Directors / Executives

• Fluency in English and Spanish required

• Advanced computer skills using MS Outlook, Word, Excel, PowerPoint and operation of other peripheral devices

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

• Experience processing Visa/Passport applications

• SAP experience processing Expense Reports, Purchase Orders, Payment Requests, Vendor Add Forms, as well as run reports within SAP

• Ability to handle and prioritize many simultaneous assignments

• Experience with Event Planning and coordination

• Extraordinary attention to detail

• Outstanding communication and people skills

• Experience with financial and budget tasks

Our employees are the key to our company’s success. We demonstrate our commitment to our employees by offering a competitive and valuable rewards program. Our Company’s benefits are designed to support the wide range of goals, needs and lifestyles of our employees, and many of the people that matter the most in their lives. 

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:

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