Executive Assistant to Chairman & CEO

Job Description

The Executive Assistant (EA) to the Chairman & Chief Executive Officer (CEO) is a trusted high-impact facilitator who operates behind the scenes to maximize the CEOs time protect executive focus and orchestrate the day-to-day operations of the executive office. This role goes far beyond traditional administrative support; it demands a polished professional capable of managing both routine and high-stakes interactions with our companys executive team as well as external leaders across industry government and media. Functioning as the primary gateway to the CEOs office this highly visible role represents the companys executive brand daily requiring exceptional emotional intelligence flawless diplomatic tact and the agility to navigate complex fast-moving global environments.

The EA to the CEO is a critical enterprise guardian role requiring at least 10 years of administrative experience (including 5 years supporting senior executives). It demands a rare blend of masterful logistics control (calendar travel meetings) advanced tool proficiency (Workday Concur Ariba) and impeccable emotional intelligence to handle highly confidential enterprise matters.

Responsibilities include but may not be limited to:

• Manage the CEOs calendar including meetings calls appointments events and recurring commitments.
• Prioritize requests based on business importance urgency and strategic value.
• Resolve calendar conflicts and ensure the CEO has appropriate transition time between commitments.
• Coordinate across multiple time zones for domestic and international meetings.
• Build in preparation time travel time follow-up time and focus blocks where needed.

• Serve as a primary point of contact for internal and external stakeholders.
• Screen prioritize and route e-mails calls meeting requests and inquiries.
• Draft edit proofread and send correspondence on behalf of the CEO when authorized.
• Track important messages requiring CEO attention or response.
• Use discretion and judgment when determining what should be escalated delegated or deferred.

• Work in partnership with the Chief of Staff to ensure the timely development and review of high-quality agendas presentations briefing materials reports talking points and supporting documentation for executive meetings and engagements.
• Coordinate meeting logistics including location virtual meeting links attendees materials catering and technology needs.
• Capture notes decisions action items and next steps when requested.
• Follow up with responsible parties to ensure commitments are completed on time.
• Maintain awareness of open items and upcoming deadlines connected to the CEOs priorities.

• Arrange domestic and international travel including flights lodging ground transportation visas itineraries and contingency plans.
• Prepare detailed travel packets with schedules contacts confirmations meeting locations and relevant background information.
• Coordinate executive events off-sites dinners receptions town halls board-related activities and stakeholder visits.
• Anticipate logistical risks such as tight connections weather delays security requirements or schedule changes.
• Partner with internal teams travel providers security facilities and event staff as needed.

• Create edit organize and maintain executive documents presentations reports correspondence and reference files.
• Maintain accurate filing systems for quick retrieval of key materials.
• Track approvals signature requests governance materials and executive documentation.
• Ensure records are handled according to company policy confidentiality requirements and retention standards.
• Support audit readiness by keeping documentation organized and complete.

• Maintain professional relationships with Executive Team board members senior leaders external partners customers government contacts community representatives and other key stakeholders.
• Coordinate introductions follow-ups meeting logistics and background preparation.
• Represent the CEOs office with professionalism responsiveness and discretion.
• Understand stakeholder sensitivities and tailor communication accordingly.
• Help ensure a consistent and polished experience for anyone engaging with the CEOs office.

• Track deadlines deliverables and outstanding decisions connected to the CEOs priorities.
• Maintain action logs follow-up trackers project lists and status updates.
• Coordinate with executives and teams to collect updates and keep work moving.
• Anticipate bottlenecks and escalate issues appropriately.
• Support special projects confidential assignments and ad hoc requests as needed.

• Protect confidential business personal legal financial personnel and strategic information.
• Use sound judgment when handling sensitive communications company announcements and private matters.
• Understand what can be shared what must remain confidential and when legal HR compliance security or communications teams should be consulted.

• Technical proficiency with calendar e-mail travel expense document and collaboration tools.
• Flexibility to support urgent changes shifting priorities and occasional after-hours needs.

Education:

• Required:High School Diploma or equivalent
• Preferred:Advanced education or certifications (e.g. Associates degree Certified Administrative Professional Project Management Professional Certification)

Required Experience and Skills:

• Ten (10) years of administrative experience including five (5) years of experience supporting a senior executive.
• Advanced computer skills (Outlook Excel Power Point MS Word etc.) and operation of other related programs including advanced knowledge of Workday Concur and Ariba
• Exceptional organization prioritization and attention to detail.
• Strong written and verbal communication skills.
• High discretion confidentiality and emotional intelligence.
• Ability to anticipate needs and solve problems proactively.
• Comfort working in a fast-paced high-pressure executive environment.
• Professional judgment when interacting with senior leaders and external stakeholders.
• Flexibility to support urgent changes shifting priorities and occasional after-hours needs.

Required Skills:

Preferred Skills:

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The salary range for this role is

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 employees 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. More information about benefits is available at can apply for this role through (or via the Workday Jobs Hub if you are a current employee). The application deadline for this position is stated on this posting.

San Francisco Residents Only:We will consider qualified applicants with arrest and conviction records for employment in compliance with the San Francisco Fair Chance Ordinance

Los Angeles Residents Only:We will consider for employment all qualified applicants including those with criminal histories in a manner consistent with the requirements of applicable state and local laws including the City of Los Angeles Fair Chance Initiative for Hiring Ordinance

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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.

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