Senior IP Administrative Specialist

Merck; Boston (MA); On-site; USD 83,000 - 130,000; Full time

Job summary

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.

Responsibilities

• 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.

Skills

Administrative Support

Billing Systems

Calendar Management

Data Entry

File Management

Intellectual Property

Microsoft Office

Office Applications

Power of Attorney

Processing Expense Reports

Scheduling

Education

High School Diploma or equivalent

Advanced education or certifications

Job description

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.