Team Assistant (all genders)

Merck Healthcare; Warszawa; On-site; PLN 70,000 - 100,000; Full time

Benefits offered by this job

Private medical care

Life insurance

Sports card

Prepaid lunch card

Additional paid days off

Job summary

Merck Healthcare in Warsaw, Poland, seeks a Department Assistant to support Global Development Operations. This role is a strategic partner to leadership, owning end-to-end meeting management, calendars, and travel coordination.

You will prepare executive presentations, build templates, manage budgets and onboarding/off-boarding, and ensure smooth information flow across teams. Ideal candidates have 3–5 years in executive support and strong Microsoft 365 and enterprise systems knowledge.

Qualifications

• 3–5 years of professional experience in an executive or department administrative support role.
• Advanced proficiency in Microsoft 365 (Word, Excel, PowerPoint, Teams, Outlook).
• Working knowledge of enterprise systems like SAP, Concur, and Ariba.
• Detail-oriented mindset with exceptional organizational skills and meticulous follow-through.
• Strong interpersonal and communication skills; proactive and people-focused.

Responsibilities

• Own end-to-end meeting management for global teams, from agenda creation to action-item tracking.
• Create polished executive presentations and maintain templates for the team.
• Arrange international travel and coordinate conference registrations.
• Handle financial processes (expense reports, purchase requisitions, budget tracking) and oversee onboarding/off-boarding.
• Maintain organized document repositories and ensure seamless information flow across teams.

Skills

Executive support experience

Calendar management

Strong communication

Multitasking

Tools

Microsoft 365

SAP

Concur

Ariba

Job description

Work Your Magic with us!

Ready to explore, break barriers, and discover more? We know you’ve got big plans – so do we! Our colleagues across the globe love innovating with science and technology to enrich people’s lives with our solutions in Healthcare, Life Science, and Electronics. Together, we dream big and are passionate about caring for our rich mix of people, customers, patients, and planet. That's why we are always looking for curious minds that see themselves imagining the unimaginable with us.

United As One for Patients, our purpose in Healthcare is to help create, improve and prolong lives. We develop medicines, intelligent devices and innovative technologies in therapeutic areas such as Oncology, Neurology and Fertility. Our teams work together across 6 continents with passion and relentless curiosity in order to help patients at every stage of life. Joining our Healthcare team is becoming part of a diverse, inclusive and flexible working culture, presenting great opportunities for personal development and career advancement across the globe.

Join Our Team as a Department Assistant (all genders) Be the Backbone of Our Organization

Are you a highly organized, proactive professional who thrives in a fast-paced, global environment? Do you take pride in making things run smoothly and supporting teams to achieve their best? We're looking for a Department Assistant (all genders) to join our vibrant and growing Global Development Operations Hub in Warsaw, Poland.

Your Role

This is more than an administrative role - you'll be a strategic partner to our leadership team and a trusted connector across the organization. Your master the logistics: own end-to-end meeting management for global teams - from agenda creation to action item tracking - while juggling multiple complex calendars and resolving scheduling conflicts like a pro.

You are responsible fo bringing executive presentations to life: create polished, high-impact PowerPoint decks and presentation materials for senior leaders and external partners. Build and maintain a library of templates and assets the whole team relies on.

As part of your job you arrange international travel, coordinate conference registrations, and manage complex logistics for business meetings and events. You manage financial processes (expense reports, purchase requisitions, budget tracking), oversee onboarding and off-boarding, and maintain organized document repositories that keep everyone aligned.

You will be the connective tissue: manage shared communications, coordinate newsletters, maintain staffing records, and ensure critical information flows seamlessly across teams.

Who You Are

• 3–5 years of professional experience in an executive or department administrative support role
• Advanced proficiency in Microsoft 365 (Word, Excel, PowerPoint, Teams, Outlook)
• Working knowledge of enterprise systems like SAP, Concur, and Ariba
• A detail-oriented mindset paired with exceptional organizational skills and meticulous follow-through
• Strong interpersonal skills: excellent communicator, collaborative, proactive, and people-focused
• Juggling superpowers: ability to manage multiple priorities, adapt to change, and stay calm under pressure
• Bonus: Experience managing or influencing others without direct authority, or knowledge of travel policies and compliance requirements

Why You'll Love This Role

• Work at the intersection of strategy and operations in a global organization
• Partner with talented cross-functional teams and executive leadership
• Make a visible difference every day — your work directly enables the department's success
• Office-based in Warsaw with the flexibility to support a truly international team

Your Main Benefits

• Health and well-being: Get access to private medical care, life insurance, and sports card, receive prepaid lunch card
• Work-Life balance: Enjoy additional paid days off, flexible working hours.
• Learning and Development: Take advantage of co-financing for language courses, trainings, and certifications as well as other development opportunities
• Employee support and engagement: Benefit from Employee Assistance Program and join employee engagement groups for support and connection.

Information on how we process your personal data for recruitment purposes, you can find on the registration form in our Recruitment Portal.

What we offer:

We are curious minds that come from a broad range of backgrounds, perspectives, and life experiences. We believe that this variety drives excellence and innovation, strengthening our ability to lead in science and technology. We are committed to creating access and opportunities for all to develop and grow at your own pace. Join us in building a culture of inclusion and belonging that impacts millions and empowers everyone to work their magic and champion human progress!