Senior Administrative Coordinator

Merck; Województwo mazowieckie; Hybrid; PLN 60,000 - 85,000; Full time

Benefits offered by this job

Permanent contract

Rich benefits package

Hybrid work model

Job summary

Merck is seeking a Senior Administrative Coordinator to support managers and their teams within the Data Integration & Automation hub. The role requires coordinating multiple tasks with strong communication across executives, staff, and external partners, both on-site and remotely.

Responsibilities include travel arrangements, expense reports, meetings, and archiving. The ideal candidate will have 1+ year of administrative experience, fluency in English (B2), and excellent organizational skills.

Qualifications

• Fluency in English (spoken and written, B2 level minimum)
• Minimum of 1 year administrative experience (international company would be an advantage)
• Experience with international travel organization would be an advantage
• Ability to handle and effectively prioritize many simultaneous assignments
• High reliability, integrity, and confidentiality in handling jobs

Responsibilities

• Conduct general secretarial/clerical duties and support overall office arrangements
• Support managers and team with variety of regular tasks and initiatives on daily basis
• Organize and plan visitors' agendas; receive guests, provide guidance, and coordinate inquiries
• Organize team's meetings, trainings, and other events; help with preparation and contact with involved vendors
• Organize complex international travel arrangements and manage expense reports
• Support finance systems management as per management request
• Communicate at a high level to interact with company executives and their assistants and internal/external clients
• Organize archiving activities including external vendor document management
• Manage correspondence of the department and coordinate movement of documents and information

Skills

Confidentiality

Database management

Event planning

Executive relationship mgmt

Travel coordination

File management

International travel arrangements

Inventory management

Office administration

Office management

Payment handling

Prioritization

Expense reports

Project coordination

Purchase order management

Secretarial work

Travel and expense management

Vendor management

Education

University degree preferred

Tools

MS Office

Job description

Senior Administrative Coordinator

The Senior Administrative Coordinator will support managers and their teams within Data Integration & Automation hub. Job responsibilities require coordination of multiple tasks to complete work assignments, which include analytical thinking, organization skills, independent judgement, creativity, and problem-solving skills. This position also requires strong communication skills for effective interaction with administrative colleagues, company executives and internal/external clients/vendors both on-site and remotely to maintain overall workflow.

Primary responsibilities

• Conduct general secretarial/clerical duties and support overall office arrangements
• Support managers and team with variety of regular tasks and initiatives on daily basis
• Organize and plan variety of visitors' agendas; receive guests, provide guidance, and coordinate inquiries
• Organize team's meetings, trainings, and other events; help with overall preparation and contact with involved vendors
• Organize complex international travel arrangements and manage expense reports
• Support finance systems management as per management request
• Communicate at a high level to effectively interact with company executives and their administrative/executive assistants and internal/external clients
• Organize archiving activities as needed, including external vendor document management
• Manage a correspondence of the department and coordinate an appropriate movement of documents and information

Qualifications

• The individual must possess strong communication and people (social) skills; have some experience with event planning/coordination and general office arrangements:
• Fluency in English (spoken and written, B2 level minimum)
• University degree preferred
• Minimum of 1 year of administrative experience (international company would be an advantage); experience of dealing with different time zones is a plus
• Proficiency in computer skills (MS Office applications)
• Experience with international travel organization would be an advantage
• Ability to handle and effectively prioritize many simultaneous assignments
• Accuracy and attention to detail in all aspects of work
• Responsive and solution-oriented attitude
• Good organizational and communication skills (both in Polish and English) with the ability to foster good relationships with staff
• Flexible and mature attitude with the ability to work unsupervised
• High reliability, integrity, and confidentiality in handling jobs

We are offering

• Independent work in an international team in a company with an established position on the market
• Employment based on a permanent employment contract with a rich package of benefits

Required Skills

• Confidentiality
• Database Management
• Event Planning
• Executive Relationship Management
• Extensive Traveling
• File Management
• International Travel Arrangements
• Inventory Management
• Office Administration
• Office Management
• Payment Handling
• Prioritization
• Processing Expense Reports
• Project Coordination
• Purchase Order Management
• Secretarial Work
• Travel and Expense Management
• Travel Coordination
• Vendor Management

Additional Details

• Flexible Work Arrangements: Hybrid
• Travel Requirements: 10%
• Employee Status: Regular