Sr Administrative Assistant Business Unit

Job Description

Administrative Assistant (Business Unit)

Role Impact

This position enables the Business Unit to focus on business strategy and execution ensuring coordination operational efficiency and a high standard of administrative support and compliance aligned with Company standards.

Position Title

Administrative Assistant Business Unit

Function / Area

Human Health Business Unit

Reports to

Business Unit Director (BUD)

Location

Mexico City

Position Summary

The Administrative Assistant Business Unit provides high-quality administrative operational and coordination support to the Business Unit Director and the Business Unit team. This role is critical to ensure the effective operation of the Business Unit by enabling the execution of strategic priorities through efficient organized and proactive day-to-day support.

The role requires sound judgment autonomy and the ability to interact effectively with leaders manage confidential information and operate in a dynamic matrixed environment.

Key Responsibilities

Business Operations & Logistics Coordination

Coordinate logistics for Business Unit meetings such as Business Reviews Brand Team meetings workshops offsites and other forums

Support onboarding and offboarding processes for BU team members in coordination with Human Resources and IT

Manage the request delivery tracking and return of equipment (laptops mobile phones accessories) in coordination with IT

Coordinate the shipment and receipt of materials documents credit cards business cards recognition items and other Business Unit needs

Act as a liaison between the Business Unit and cross-functional areas (Finance HR Medical Market Access Supply Chain etc.)

Support special projects and initiatives for the Business Unit as required

Travel Finance & Systems

Manage administrative processes related to purchase orders vendors payments and expenses in compliance with Company policies

Support basic budget tracking invoicing and administrative follow-up

Use corporate systems (SAP Ariba Concur or others) ensuring accuracy and compliance

Business Unit Leadership Support

Provide direct administrative support to the Business Unit Director

Manage calendars and strategic meetings ensuring effective coordination

Prepare agendas meeting minutes and summaries for key meetings

Follow up on agreements and commitments to support execution of Business Unit priorities

Coordinate domestic and international travel for Business Unit Director including itineraries documentation and expense reporting

Administrative Excellence

Maintain organized and up-to-date electronic filing systems

Handle confidential and sensitive information with the highest level of discretion and professionalism

Required Qualifications

Required

Bachelors degree or equivalent experience in administration business or a related field

Minimum 5 years of experience in administrative roles

Strong proficiency in Microsoft Office tools (Outlook Excel PowerPoint Word)

Excellent organizational communication and prioritization skills

Ability to work autonomously with sound judgment and a strong sense of urgency

High standards of confidentiality professionalism and attention to detail

Intermediate to advanced English

Preferred

Experience supporting a Business Unit or commercial organization

Experience in pharmaceutical healthcare or other highly regulated industries

Knowledge of corporate systems (SAP Ariba Concur)

Key Competencies

Acts with integrity and accountability

Planning and prioritization

Proactivity and service orientation

Effective communication across different organizational levels

Ability to operate in matrixed and high-demand environments

Alignment with Company values ethics and compliance standards

Required Skills:

Preferred Skills:

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Merck & Co. Inc. Rahway NJ USA also known as Merck Sharp & Dohme LLC Rahway NJ USA does not accept unsolicited assistance from search firms for employment opportunities. All CVs / resumes submitted by search firms to any employee at our company without a valid written search agreement in place for this position will be deemed the sole property of our company. No fee will be paid in the event a candidate is hired by our company as a result of an agency referral where no pre-existing agreement is in place. Where agency agreements are in place introductions are position specific. Please no phone calls or emails.

Employee Status:

Relocation:

VISA Sponsorship:

Travel Requirements:

Flexible Work Arrangements:

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