Executive Administrative Assistant - LATAM Regional Leadership Team (Hybrid)

Merck; New Jersey; On-site; USD 85,000 - 110,000; Full time

Job summary

Merck is seeking an experienced Executive Administrative Assistant to support the LATAM Regional Leadership Team. The role involves managing complex calendars, travel, and meetings across multiple countries, ensuring leaders are well prepared for important decisions and events.

You will coordinate regional forums, distribute materials, and maintain confidential information with discretion, while partnering with administrative colleagues across LATAM and the Global organization to enable smooth

Qualifications

• Minimum of 10 years of executive administrative experience.
• Strong calendar, meeting, and travel coordination skills.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide high-quality administrative and logistical support to the LATAM Regional Leadership Team, while balancing dedicated support for the International Chief of Staff and PMO.
• Manage complex calendars, appointments and meetings, proactively prioritizing commitments.
• Anticipate priorities and ensure leaders have materials and pre-reads in advance of key meetings.
• Coordinate meeting logistics, agendas, and presentations with owners and teams.
• Coordinate regional meetings, town halls, and off-sites with regional and global colleagues.

Skills

Executive support

Calendar management

Travel coordination

Cross-border coordination

Education

High School Diploma

Certified Administrative Professional or PM training (preferred)

Job description

Job Description

Executive Administrative Assistant - LATAM Regional Leadership Team

Position Overview

We are seeking a highly experienced, proactive, and collaborative Executive Administrative Assistant to support the LATAM Regional Leadership Team .

This is an ideal position for a career Executive Assistant who thrives in a fast-paced, highly visible and dynamic environment and enjoys working across countries, functions and senior leadership teams. The successful candidate will play an important role in enabling the LATAM Regional Leadership Team to operate effectively by managing complex priorities, coordinating key regional activities, and ensuring leaders are well prepared for important meetings, events and decisions.

The position requires initiative, exceptional judgment, discretion, attention to detail and organizational skills, together with the ability to anticipate needs, manage competing priorities and operate with a high degree of independence and accountability. The successful candidate will be a proactive problem solver who continuously looks for opportunities to simplify processes, strengthen collaboration and improve how the regional team works together.

Key Responsibilities

LATAM Regional Leadership Team Support

• Provide high-quality administrative and logistical support to the LATAM Regional Leadership Team, while balancing approximately 20% dedicated support for the company's International Chief of Staff and PMO.
• Manage complex calendars, appointments and meetings, proactively prioritizing commitments and ensuring effective use of leadership time.
• Anticipate upcoming priorities and ensure leaders have appropriate materials, background information and pre-reads in advance of key meetings.
• Monitor and coordinate requests requiring leadership review, approval or follow-up.
• Handle sensitive and confidential information with discretion and sound judgment.

Regional Leadership Team Coordination

• Support the operating rhythm of the LATAM Regional Leadership Team, including leadership meetings, business reviews, planning sessions and other key regional forums.
• Coordinate meeting logistics, agendas, pre-reads, presentations and other materials in partnership with meeting owners and functional teams.
• Maintain visibility of key leadership milestones, regional meetings and important business events.
• Track key follow-ups and help ensure appropriate actions are communicated and progressed.
• Partner closely with administrative colleagues across LATAM, our company's International and global teams to coordinate leadership activities and resolve scheduling or logistical challenges.

Meetings, Events & Communications

• Coordinate regional Town Halls, leadership meetings, off-sites, face-to-face meetings and other special events.
• Manage end-to-end meeting logistics, including conference rooms, venues, virtual meeting technology, catering, transportation and other meeting requirements.
• Support preparation and distribution of agendas, presentations, briefing materials and meeting communications.
• Maintain regional distribution lists, Teams/SharePoint sites, calendars and other shared resources as appropriate.
• Coordinate internal and external visitors, including scheduling, meeting arrangements and on-site logistics.
• Support regional communications and organizational activities as appropriate.

Travel & Expense Management

• Coordinate complex domestic and international travel across LATAM and globally, including flights, hotels, ground transportation, itineraries and required documentation.
• Create detailed itineraries and proactively adjust arrangements as business priorities or travel requirements change.
• Prepare, process and reconcile expense reports in accordance with company policies.
• Support purchase orders, payment requests, invoices and other financial administrative processes as required.
• Coordinate with appropriate internal teams and external vendors to support travel and meeting requirements.

Regional Administrative Excellence

• Build strong relationships with Executive Assistants and administrative colleagues across LATAM, Global, our company's International and the broader organization to enable effective coordination and information flow.
• Act as a key point of connectivity across the regional team, helping leaders and teams navigate schedules, meetings and regional processes.
• Identify opportunities to simplify and improve administrative and operating processes.
• Share best practices and provide guidance or support to administrative colleagues across the region where appropriate.
• Proactively identify issues, anticipate needs and propose solutions.
• Support special projects and other regional priorities as needed.

Position Qualifications

Education

• Minimum Requirement: High School Diploma or equivalent.
• Preferred: Advanced education or relevant professional certifications, such as Certified Administrative Professional or project management training/certification.

Required Experience & Skills

• Minimum of 10 years o