Executive Coordinator, US Medical Affairs 339 views

The Executive Coordinator provides advanced administrative and business operations support to the US Chief Medical Officer (CMO) and basic support for the US Medical Affairs department. Proactively plan for and execute on all of the CMO’s support needs; providing a high-level of administrative support with the utmost professionalism, engagement and confidentiality. Ability to anticipate and address to-the-minute executive needs, staying ten steps ahead at all times.

  • Provide administrative support relative to interactions with global and local colleagues.
  • Ensure a strong compliance rigor around all activities the US CMO is involved in.
  • Monitor and ensure the tracking of key work flow deadlines and at the request of the CMO, manage delivery of presentations, reports and other materials (for e.g. monthly reports).
  • Assist with budgetary and Long Range Plan (LRP) preparation.
  • Work closely with other functions to ensure the department has what it needs to achieve business requirements (for e.g. inter-faces with Facilities to manage space).
  • Manage and plan numerous important department meetings (management team, steering committees, etc.) creating draft agendas, presentation consolidation, attending to take action items and minutes, and follow-up communications and tracking of deliverables and action items.
  • Balance scheduling and multiple duties of CMO’s leadership commitments to US Business and Global Medical, requiring excellent coordination, scheduling, organization and preparation skills.
  • Independently provide the most complex administrative support and project coordination for senior executive.
  • Provide general support to the US Medical Team.
  • Develop and maintain highly complex administrative systems, reports and formats.
  • Understand the scope and content of ongoing programs that the CMO and their Team are involved in.
  • Apply superior analytical skills to screening of routine and highly confidential responses to incoming mail, E-mail, telephone calls and messages. Organize material by priority and subject, providing summaries.
  • Track important documents for the CMO’s signature in a timely and efficient manner.
  • Develop and maintain a confidential, centralized filing system, which is linked to computer network filing structure.
  • Schedule and maintain highly variable and changing daily calendar.
  • Coordinate complex travel arrangements both international and domestic.
  • Coordinate and schedule high-level business meetings for the CMO and direct reports (and others as assigned). Manage all logistical details in collaboration with internal colleagues and external vendors.
  • Handle initial statements of work, CDA’s and MSA requests, coordinating with legal and finance
  • Process expense reports for the CMO.
  • Maintain current organizational charts and department list as well as email group for the Medical Organization.
  • Collaborate with internal parties at all levels to gather information and prepare reports as per the executive’s needs.
  • Maintain budget including processing invoices, preparing purchase requisitions and long-term forecasting.
  • Maintain aspects of department-specific projects on an administrative capacity.
  • Order all office supplies and maintain supply closet.
  • Monitor incoming calls
  • Administrative responsibilities as required.
  • All other duties as assigned.

Who you are

Minimum 7 plus years of related professional experience supporting senior-level management; high Proficiency with Microsoft Office software (Word, Excel, PowerPoint) and knowledge of SAP. Independently motivated, ability to balance multiple projects with detailed inspection, and ability to succeed in fast-paced environments. Highly professional in dealing with confidential matters. Show an innate ability to be collaborative and open in work style. Proven excellent interpersonal, written and oral communications skills. Ability to multitask with ease, efficiency, and attention to detail, and to be flexible to work assignments

  • High School diploma
  • Fluent in English (written and spoken)
  • Proven experience of developing and maintaining relationships across at all levels of management and across functions, globally
  • Ability to communicate effectively and well via multimedia (phone, email, mobile, text)
  • Excellent organizational, time management, and follow-up skills
  • Exceptional analytical skills and a keen intuition
  • Outstanding communication (written and verbal) and listening skills
  • Strong and well-advanced administrative support skills
  • Attention to detail and follow-through
  • Must be able to be flexible with work schedule in order to accommodate the varying volume of work and requests.
  • Professional and calm demeanor
  • High team orientation
  • Demonstrates poise and composure under pressure.
  • Overtime will be required


  • Bachelor’s degree preferred
  • This job has expired!
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Merck is a leading science and technology company in healthcare, life science and performance materials. Around 50,000 employees work to further develop technologies that improve and enhance life – from biopharmaceutical therapies to treat cancer or multiple sclerosis, cutting-edge systems for scientific research and production, to liquid crystals for smartphones and LCD televisions. In 2016, Merck generated sales of € 15.0 billion in 66 countries.

Founded in 1668, Merck is the world’s oldest pharmaceutical and chemical company. The founding family remains the majority owner of the publicly listed corporate group. The company holds the global rights to the Merck name and brand. The only exceptions are the United States and Canada, where the company operates as EMD Serono, MilliporeSigma and EMD Performance Materials.

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