Sr. Administrative Assistant

AgileOne | Merck; Rahway (NJ); On-site; USD 55,000 - 80,000; Full time

Job summary

WorkLLama in Rahway, NJ seeks an Associate, Administrative Services to support the IP legal group with confidential, high-quality administrative tasks, document preparation, and filing. You will manage calendars, travel, expenses, and assist with billing and budgeting while embracing AI tools to streamline workflows.

Ideal candidates have 5 years of administrative experience (or 3 years as a paralegal), a high school diploma, and proficiency with MS Office, SharePoint, and IP-specific systems.

Qualifications

• High School diploma or equivalent required.
• Preferred: Bachelor’s/Associate degree or professional certifications.
• Experience in administrative support, especially for executives/senior leadership, is desirable.

Responsibilities

• Prepare, edit, and assist with legal documents and filing under attorney supervision.
• Manage multiple complex calendars and travel arrangements; process expense reports.
• Review invoices for billing compliance and assist with budgeting and matter setup.
• Coordinate meetings and manage visitor logistics.
• Maintain AI tool knowledge to streamline workflows within the IP group.
• Communicate with internal/external stakeholders, handling confidential issues.
• Support special IP projects and day-to-day operations.

Skills

Highly organized

Confidentiality

Good judgment

Attention to detail

Willingness to learn AI tools

Education

High School diploma or equivalent

Bachelor’s or Associate degree preferred

Relevant professional certifications preferred

Tools

MS Office Suite

SharePoint

Outlook

Word

Excel

PowerPoint

OneNote

Teams

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.