Sr. Administrative Assistant

AgileOne | Merck; Boston (MA); On-site; USD 65,000 - 90,000; Full time

Job summary

WorkLLama is seeking an Associate, Administrative Services to support our Intellectual Property (IP) legal group within the Office of the General Counsel. The role emphasizes confidentiality, initiative, and the integration of AI tools to streamline workflows.

Responsibilities include document preparation, complex calendar management, billing, travel coordination, and special projects. A proactive, detail-oriented professional with 5+ years' administrative experience is preferred.

Qualifications

• Minimum 5 years of administrative assistant experience or 3 years of paralegal experience.
• Strong MS Office and SharePoint skills; familiarity with legal/IP systems.
• Excellent judgment, confidentiality, and ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Prepare, edit, and assist with legal documents, memos, reports, and filing under attorney supervision.
• Manage multiple calendars, coordinate travel, process expense reports, and track team schedules.
• Review invoices for billing guidelines; create matters in billing systems; assist with budget planning.
• Manage outside visitors, host meetings, and handle advanced clerical duties.
• Maintain knowledge of AI tools and platforms to improve departmental efficiency.
• Communicate with internal and external stakeholders while handling confidential issues.
• Coordinate special projects within the IP legal group.

Skills

Calendar management

Attention to detail

Confidentiality

Proactive

Communication with stakeholders

Education

High School Diploma or equivalent

Bachelor’s or Associate degree (preferred)

Notary Public commission / professional certifications (preferred)

Tools

MS Office Suite

SharePoint

Concur

Tymetrix360

Clarivate First to File

TIPMS

Job description

We are seeking a talented, proactive, and highly organized Associate, Administrative Services to provide reliable and high-quality administrative support to our Intellectual Property legal group ("IP Group"), a dynamic part of the Office of the General Counsel ("OGC"). In this role, you will coordinate and perform multiple administrative tasks in a fast-paced environment where initiative, absolute confidentiality, good judgment, and attention to detail are paramount. This position is ideal for someone with a strong work ethic, a high degree of accountability, and a demonstrated willingness to continuously learn—including maintaining a strong working knowledge of emerging AI tools and platforms to streamline workflows.

Responsibilities

• Document & Content Support: Prepare, edit, and assist with various legal documents, memos, correspondence, reports, team websites, SharePoint sites, and digital/physical filing systems under attorney supervision.
• Calendar & Schedule Management: Manage multiple complex calendars, coordinate travel arrangements, process expense reports, and track weekly team schedules.
• Financial & Billing Operations: Review and approve invoices for compliance with billing guidelines (such as Concur and Tymetrix360), create matters within billing systems, and assist with financial matter management and budget planning.
• Meeting & Visitor Logistics: Manage outside visitors, host meetings, and handle advanced clerical duties.
• AI & Technology Integration: Maintain a working knowledge of AI tools and platforms, proactively identifying opportunities to leverage technology to enhance departmental efficiency and strategic objectives.
• Communication & Compliance: Communicate and interact effectively with internal and external stakeholders while reliably handling confidential and sensitive legal issues.
• Special Projects: Help coordinate special projects and support day-to-day operations within the Intellectual Property legal group.

Education

• Minimum Requirement: High School Diploma or equivalent.
• Preferred: Advanced education (e.g., Bachelor’s or Associate degree) or relevant professional certifications (e.g., Certified Administrative Professional, Paralegal Studies Certificate, Project Management Professional, or Notary Public commission).

Experience

• Minimum Requirement: Minimum of 5 years of administrative assistant experience (ideally supporting executives/senior leadership) OR 3 years of paralegal experience.
• Technical & Functional Skills: Advanced computer skills using MS Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, OneNote, Teams), enterprise communication tools, and software for travel/expenses.
• Preferred Experience: Previous background as an IP administrative associate in a corporate or law firm setting, along with familiarity with legal/IP specific systems like Clarivate’s First to File and TIPMS.

Additional Information

• Work Style: This role requires strong independent judgment, creativity, problem-solving capabilities, and the ability to prioritize competing tasks in a collaborative, flexible team environment.
• Growth & Adaptability: An openness to adopting new technical solutions (including AI platform integration) to maximize productivity and support the department's long-term strategic objectives is essential for success.