Senior Associate, Administrative Services - Patent Group

Merck; Boston (MA); Sur place; USD 83 000 - 130 000; Plein temps

Résumé du poste

Merck is seeking a Senior Associate, Administrative Assistant to provide proactive, high-quality administrative support to the Intellectual Property legal group within the Offices of the General Counsel in Boston. The role collaborates with administrative associates and paralegals to manage dynamic workloads.

The position requires extensive experience in admin functions, calendar management, billing and budgeting, and handling confidential information.

Qualifications

• 8+ years of administrative assistant experience or 4+ years of paralegal experience.
• Advanced computer skills using MS Office Suite and related tools.
• Experience processing expense reports, travel reservations, and invoices.
• Experience scheduling meetings and managing calendars.
• Ability to apply independent judgment, creativity, and problem-solving capabilities.
• Ability to handle and prioritize multiple work assignments.
• Experience with financial and budget tasks.
• High-level of attention to detail and organization.
• Strong communication and people skills.
• Collaborative, inquisitive, adaptive, and flexible.
• Enthusiastic, self-motivated team player with a strong work ethic.

Responsabilités

• Prepare, edit, and assist with documents, memos, and reports under supervision of attorneys.
• Perform advanced clerical duties.
• Manage multiple calendars and scheduling tasks.
• Review and approve invoices for billing compliance; create matters in billing system; assist with budget planning.
• Track weekly schedules for team members.
• Manage outside visitors and meetings.
• Coordinate travel and process expense reports.
• Assist in maintaining team websites and SharePoint sites.
• Sort and review correspondence; maintain filing systems per retention policies.
• Coordinate and perform tasks aligned with project principles and technical skills.
• Communicate effectively with internal and external stakeholders.
• Handle confidential and sensitive legal issues.
• Coordinate special projects within IP group.
• Demonstrate Company Leadership behaviors.

Connaissances

Administrative Support

Billing Systems

Calendar Management

Data Entry

File Management

Intellectual Property

Microsoft Office

Office Applications

Power of Attorney

Processing Expense Reports

Scheduling

Formation

High School Diploma or equivalent

Advanced education or certifications

Description du poste

• The Senior Associate, Administrative Assistant, will provide proactive, high-quality, and reliable administrative support to the Intellectual Property legal group, a part of the Offices of the General Counsel.
• The individual in this role will coordinate and perform multiple administrative tasks in a dynamic environment, and closely collaborate with administrative associates and paralegals in the Intellectual Property legal group.

Job Description

Role Summary

• The Senior Associate, Administrative Assistant, will provide proactive, high-quality, and reliable administrative support to the Intellectual Property legal group, a part of the Offices of the General Counsel.
• The individual in this role will coordinate and perform multiple administrative tasks in a dynamic environment, and closely collaborate with administrative associates and paralegals in the Intellectual Property legal group.

Responsibilities And Primary Activities

• Prepare, edit, and assist with various documents, memos, correspondence and reports, under guidance and supervision of attorneys (such as various internal patent-related memos, legalizations of Powers of Attorneys, copyright applications, and PowerPoint presentations).
• Perform advanced clerical duties.
• Manage multiple calendars and scheduling tasks.
• Review and approve invoices for compliance with billing guidelines; create matters within billing system; assist with financial matter management and budget planning.
• Track weekly schedules for team members.
• Manage outside visitors and meetings.
• Coordinate travel and process expense reports.
• Assist in maintaining and updating team websites, SharePoint sites and other web resources.
• Sort and review correspondence on a daily basis; organize and maintain electronic and physical filing systems in accordance with records retention policies.
• Coordinate and perform multiple tasks while understanding the project principles and technical skills related to own work assignments.
• Communicate and interact effectively with internal and external stakeholders.
• Reliably handle confidential and sensitive legal issues.
• Coordinate special projects within the Intellectual Property legal group.
• Consistently demonstrate Company Leadership behaviors.

Required

Education

• High School Diploma or equivalent.

Experience And Skillset

• 8+ years of administrative assistant experience or 4+ years of paralegal experience
• Advanced computer skills using MS Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, OneNote, Teams, etc.), enterprise communication and travel solutions, and other company software and hardware tools.
• Experience processing expense reports, travel reservations, and invoices.
• Experience scheduling meetings and managing calendars.
• Ability to apply independent judgment, creativity, and problem-solving capabilities.
• Ability to handle and prioritize multiple work assignments.
• Experience with financial and budget tasks.
• High-level of attention to detail and organization is required.
• Strong communication and people skills.
• Collaborative, inquisitive, adaptive, and flexible.
• Enthusiastic, self-motivated team player with a strong work ethic.
• Documented experience as a strong performer in current and past positions.

Preferred

Education

• Advanced education or certifications (e.g. Certified Administrative Professional, Paralegal Studies Certificate, Project Management Professional Certification, Professional in Human Resources Certification)

Experience And Skillset

• 3+ years administrative experience supporting executives (Senior Director, Executive Director, Vice President, or above).
• Experience as an intellectual property administrative associate in a corporate or law firm setting.
• Concur and Tymetrix360 ebilling system.
• Intellectual Property specific systems (e.g., Clarivate’s First to File and TIPMS).
• Notary public commission.
• undefined

The salary range for this role is: $82,700 - $130,200

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

• Administrative Support
• Billing Systems
• Calendar Management
• Data Entry
• File Management
• Intellectual Property
• Microsoft Office
• Office Applications
• Power of Attorney (POA)
• Processing Expense Reports
• Scheduling