Executive Administrative Assistant – LATAM Regional Leadership Team (Hybrid)

1000 Merck Sharp & Dohme LLC; Rahway (NJ); On-site; USD 100,000 - 158,000; Full time

Job summary

MSD is seeking an Executive Administrative Assistant to support the LATAM Regional Leadership Team. You will manage complex calendars, coordinate regional meetings, and handle travel logistics across LATAM and globally, ensuring leaders have concise pre-reads and materials.

This role requires 10+ years of admin experience, with 5+ years supporting senior executives. You will collaborate with LATAM and global teams, using Microsoft 365 tools to maintain efficient operations and communications.

Qualifications

• High School Diploma or equivalent required.
• Preferred advanced education or certifications (e.g., CAP or project management training).
• Minimum of 10 years administrative experience, incl. 5+ years supporting senior executives.

Responsibilities

• Manage complex calendars, appointments and meetings with discretion.
• Coordinate domestic and international travel and expense management.
• Maintain regional distribution lists, calendars and shared resources.
• Coordinate meetings, Town Halls and regional events with owners and teams.
• Support leadership communications and preparation of agendas and materials.

Skills

Communication Systems

Data Entry

Document Management

Event Planning

Expense Reconciliations

International Travel Arrangements

Meeting Management

Microsoft Office

Processing Expense Reports

Purchase Order Management

Reporting and Analysis

Scheduling

Travel Expertise

Vendor Management

Workflow Management

Education

High School Diploma or equivalent

Advanced education or professional certifications (e.g., CAP or PM training)

Tools

SAP

Microsoft 365

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

• 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 of administrative experience, including at least 5 years supporting senior executives or senior leadership teams.
• Demonstrated experience managing complex calendars, international travel and multiple competing priorities.
• Ability to work independently with limited supervision while maintaining exceptional accuracy and attention to detail.
• Strong judgment and demonstrated ability to handle highly sensitive and confidential information.
• Excellent organizational and prioritization skills, with a demonstrated ability to manage multiple workstreams and meet deadlines.
• Excellent interpersonal and communication skills, with the ability to interact effectively with senior leaders and colleagues across all levels of the organization.
• Ability to work effectively across countries, cultures, functions and time zones.
• Proactive, forward‑thinking and solutions‑oriented mindset, with the ability to anticipate needs and resolve issues.
• Strong collaboration skills and demonstrated ability to build trusted relationships across teams.
• Ability to remain flexible and effective in a fast‑paced environment where priorities may change quickly.
• Advanced proficiency in Microsoft365 applications, including Outlook, Teams, Word, Excel, PowerPoint, OneNote and SharePoint.

Preferred Experience & Skills

• Previous experience supporting a regional or multinational leadership team.
• Experience working across multiple LATAM markets and/or within a global organization.
• Experience supporting Chief of Staff, PMO or enterprise‑level leadership activities is a plus.
• Experience coordinating senior leadership meetings, Town Halls, regional events and complex international travel.
• Proficiency with SAP or similar systems for processing expense reports, purchase orders, payment requests and related transactions.
• Strong technology aptitude and demonstrated willingness to adopt new digital tools and ways of working.
• Spanish language capability, in addition to English, is preferred.

Required Skills

Communication Systems, Data Entry, Document Management, Event Planning, Expense Reconciliations, International Travel Arrangements, Meeting Management, Microsoft Office, Processing Expense Reports, Purchase Order Management, Reporting and Analysis, Scheduling, Travel Expertise, Vendor Management, Workflow Management

Compensation & Benefits

The salary range for this role is: $100,400 - $158,000. 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.

• medical
• dental
• vision healthcare
• other insurance benefits (for employee and family)
• retirement benefits, including 401(k)
• paid holidays
• vacation
• compassionate and sick days

Equal Employment Opportunity & Diversity

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.

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.

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.

Recruitment & Application

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.

Job Posting Information

Job Posting End Date: 11/20/2026 *A job posting is effective until 11:59:59PM on the day BEFORE the listed job posting end date. Please ensure you apply to a job posting no later than the day BEFORE the job posting end date.

Our company is a global health care leader with a diversified portfolio of prescription medicines, vaccines and animal health products. The difference between potential and achievement lies in the spark that fuels innovation and inventiveness; this is the space where we have codified our legacy for over a century. Our success is backed by ethical integrity, forward momentum, and an inspiring mission to achieve new milestones in global healthcare.