Associate II, Admin Services

Merck & Co.

Durham (NC)

On-site

USD 64,000 - 100,000

Full time

6 days ago

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Benefits offered by this job

Annual bonus

Long-term incentive

Medical/dental/vision benefits

Job summary

Merck & Co. in Durham, NC, is seeking an Associate II, Administrative Services to provide advanced administrative and operational support to the VMF Integrated Process Team (IPT).

You will enable organizational effectiveness through executive support, budget administration, meeting management, and onboarding coordination in a fast-paced vaccine manufacturing setting. The role collaborates with leaders and cross-functional teams to streamline processes, track performance, and uphold governance

Qualifications

Proven experience providing administrative support to leaders and/or large teams in a dynamic business environment.
Confidential handling of sensitive organizational, financial, and personnel information.
Strong written and verbal communication with stakeholders at all levels.
Excellent organizational skills with the ability to manage multiple priorities, meet deadlines, and work independently.
Analytical, problem-solving, and decision-making capabilities.
Advanced proficiency with Microsoft 365 applications and digital collaboration tools.
High level of integrity, professionalism, and collaboration.

Responsibilities

Manage departmental budgets and monitor spending with budget owners.
Support expense management and purchase orders for assigned leaders.
Administer SharePoint, Teams, and distribution lists; maintain governance and access controls.
Drive administrative excellence with cross-functional teams and process improvements.
Support training, SOP updates, and training assignment tracking.
Manage complex executive calendars, scheduling, and stakeholder communication.
Coordinate and facilitate team meetings, workshops, and events with materials and minutes.
Provide onboarding coordination for new hires including equipment, system access, and roles.

Skills

Database Management

Data Entry

Document Management

Email Management

Event Planning

File Management

Inventory Management

Office Management

Payment Handling

Processing Expense Reports

Project Coordination

Purchase Order Management

Researching

Travel Coordination

Vendor Management

Education

High School Diploma or equivalent

CAP

PMP

PHR

Tools

Microsoft 365

SharePoint

Teams

SAP (budget & PO)

Job description

Job Description

Summary

The Vaccine Manufacturing Facility (VMF) Operations team is seeking an Associate II, Administrative Services to provide advanced administrative and operational support to the VMF Integrated Process Team (IPT). This role is responsible for enabling organizational effectiveness through executive support, operational coordination, budget administration, meeting management, and onboarding support. The successful candidate will serve as a trusted partner to leaders and teams, ensuring seamless execution of key business processes in a fast-paced manufacturing environment.

Key Responsibilities

Operational & Business Support

Manage departmental budgets within company systems, partnering with budget owners to monitor spending, track targets, and identify potential issues proactively.
Support expense management and purchase order processing for assigned leaders, ensuring timely completion and compliance with company policies.
Administer digital collaboration platforms, including SharePoint, Teams, and distribution lists, maintaining content accuracy, access controls, and governance standards.
Drive administrative excellence by partnering with administrative colleagues and cross-functional teams to streamline processes, share best practices, and implement continuous improvements.
Support operational compliance activities, including training curriculum administration, SOP updates, and training assignment tracking.

Executive & Meeting Management

Manage complex executive calendars, prioritizing competing demands, resolving scheduling conflicts, and maintaining effective communication with stakeholders.
Coordinate and facilitate team meetings, workshops, and special events, including scheduling, logistics, meeting materials, minutes, and action item follow-up.
Provide proactive support for leadership meetings and organizational priorities through schedule planning, stakeholder coordination, and independent follow-up.

Onboarding & Team Coordination

Coordinate onboarding activities for new hires, including equipment and resource requests, system access, organizational assignments, and other onboarding requirements to ensure a positive and efficient start.

Qualifications

Required

Proven experience providing administrative support to leaders and/or large teams in a dynamic business environment.
Demonstrated ability to handle sensitive organizational, financial, and personnel information with the highest level of confidentiality and discretion.
Strong verbal and written communication skills with the ability to effectively engage leaders, colleagues, and external stakeholders.
Excellent organizational skills with a proven ability to manage multiple priorities, meet deadlines, and work independently.
Strong analytical, problem-solving, and decision-making capabilities.
Advanced proficiency with Microsoft 365 applications and digital collaboration tools.
High level of integrity, professionalism, and collaboration.

Preferred

Experience within the pharmaceutical, biotechnology, or manufacturing industry.
Two or more years of experience as an Administrative Assistant, Executive Assistant, or similar role.
Experience using SAP for budget management, purchase orders, and cost tracking.
Professional certifications such as Certified Administrative Professional (CAP), Project Management Professional (PMP), or Professional in Human Resources (PHR).

Education

High School Diploma or equivalent required.
Additional education, professional certifications, or related coursework preferred.

What Success Looks Like

Trusted partner to leaders and teams.
Highly organized and responsive in a fast-paced environment.
Proactive problem solver who anticipates needs and drives execution.
Consistently maintains accuracy, confidentiality, and professionalism while supporting critical business operations.

Compensation

The salary range for this role is:

$63,800 - $100,400

— This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. An employee's position within the salary range will be based on several factors including, but not limited to relevant education, qualifications, certifications, experience, skills, geographic location, government requirements, and business or organizational needs.

— The successful candidate will be eligible for annual bonus and long-term incentive, if applicable.

We offer a comprehensive package of benefits. Available benefits include medical, dental, vision healthcare and other insurance benefits (for employee and family), retirement benefits, including 401(k), paid holidays, vacation, and compassionate and sick days.

Required Skills

Database Management, Data Entry, Document Management, Email Management, Event Planning, File Management, Inventory Management, Office Management, Payment Handling, Processing Expense Reports, Project Coordination, Purchase Order Management, Researching, Travel Coordination, Vendor Management

US and Puerto Rico Residents Only

Our company is committed to inclusion, ensuring that candidates can engage in a hiring process that exhibits their true capabilities.

Equal Employment Opportunity

As an Equal Employment Opportunity Employer, we provide equal opportunities to all employees and applicants for employment and prohibit discrimination on the basis of race, color, age, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status, or other applicable legally protected characteristics. As a federal contractor, we comply with all affirmative action requirements for protected veterans and individuals with disabilities. For more information about personal rights under the U.S. Equal Opportunity Employment laws, visit: EEOC Know Your Rights EEOC GINA Supplement.

We are proud to be a company that embraces the value of bringing together, talented, and committed people with diverse experiences, perspectives, skills and backgrounds. The fastest way to breakthrough innovation is when people with diverse ideas, broad experiences, backgrounds, and skills come together in an inclusive environment. We encourage our colleagues to respectfully challenge one another's thinking and approach problems collectively.

Learn more about your rights, including under California, Colorado and other US State Acts.

San Francisco Residents Only

We will consider qualified applicants with arrest and conviction records for employment in compliance with the San Francisco Fair Chance Ordinance.

Los Angeles Residents Only

We will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.

Employee Status

Regular

Relocation

No relocation

VISA Sponsorship

Travel Requirements

No Travel Required

Flexible Work Arrangements

Not Applicable

Shift

1st - Day

Valid Driving License