Executive Assistant /Assistant of Managing Director
Merck Sharp & Dohme Corp.
Warsaw, Mazowieckie, Poland
27 d. temu

Description

MSD is a global health care leader with a diversified portfolio of prescription medicines, vaccines and animal health products.

The difference between potential and achievement lies in the spark that fuels innovation and inventiveness; this is the space where MSD has codified its 125-

year legacy. MSD’s success is backed by ethical integrity, forward momentum, and an inspiring mission to achieve new milestones in global healthcare.

MSD’s Global Human Health (GHH) Division abides by a patient first, profits later ideology. Results-driven and ambitious, this team of individuals represents a functional balance between meeting company objectives and the needs of people around the world.

The division is comprised of sales and marketing professionals who are passionate about their role in bringing MSD's prescription medicines, vaccines, and other medical products to our customers worldwide.

Position Overview

Provide an efficient and responsive administrative, organizational and high-level logistic service to support the Managing Director (MD) in his / her day-to-day work.

Key Result Areas & Tasks

Support to day-to-day work of Managing Director

  • Provides day-to-day administrative / secretarial support in a pro-active / timely manner, respecting deadlines
  • Plans and organizes day-to-day MD’s diary
  • Filters general information, queries, emails, phone calls and invitations addressed to the MD by redirecting or taking forward such contacts as appropriate
  • Prepares correspondence on behalf of the MD, including drafting general replies
  • Supports the MD with the preparation of presentations
  • Schedules meetings and appointments, books meeting venues and ensures hospitality for visitors
  • Arranges travel and accommodation for the MD
  • Ensures MD’s approval requirements related to HR cases
  • Manages and maintains an effective (electronic) filing system, ensures that filing is conducted on a regular basis in order to make sure that all files are kept up to date and can easily be accessed by MD
  • Maintains accurate and up to date contact details
  • Conducts regular 1 : 1 meetings with the MD to discuss upcoming engagements, invitations and other requests
  • Ensures the MD is fully briefed on, or prepared for any engagement he / she is involved in
  • Manages expatriation related personal folders for the MD
  • Handles the confidential communication for the MD and other departments
  • Customer Service, customer focus and centricity

  • Organizes meetings between key external stakeholders and the MD
  • Maintains a good partnership with the administrative support of key customers
  • Ensures guests meetings with the MD are well taken care of
  • Delivers a high standard first line contact with customers, ensuring an excellent customer experience. Provides the highest level of customer satisfaction by aiming to meet and exceed customers’ expectation of the department
  • Responds to any complaints in a timely manner and in first instance striving to resolve any issues raised
  • Informs the MD (or concerned employee) on a regular basis about important calls / requests from customers
  • Maintains contact with professional organizations (e.g. Infarma) and liaises with MD regarding requests coming from those organizations.
  • Processes and procedures

  • Implements efficiently the administration of procedures and processes of the company in own department. Ensures the department administration is done in adherence to MSD’s policies and procedures
  • Participates in the compliance network
  • Contributes to the identification and implementation of more efficient operating practices and procedures within the company.
  • Gives input to the Business Practices Lead, Data Privacy Steward, MD and LT members on SOPs, compliance rules and regulations

    Financial support

  • Ensures that purchases of the MD department are covered by Purchase Order requests and are in accordance with the global procurement procedure
  • Ensures the follow-up of financial processes from order to payment
  • Monitors MD budget in COMET and provides regular feedback on budget status to department head
  • Comet role Lead ensuring access and / or changes for all employees in the Comet system
  • Internal Communication

  • Pro-actively ensures coordination between departments in resolving day-to-day administrative and operational problems
  • Prepares mailings and communication as directed by the MD
  • Maintains contacts with the senior international management and their direct reports
  • Events and internal / external meetings coordination

  • Coordinates bookings and catering arrangements
  • Directly liaises with selected facilitators and speakers
  • Follows-up on approved budget per event / meeting
  • Assists in and supports Leadership Team meetings including preparation and distribution of agenda, minutes, etc.
  • Project management

  • Actively participates in (or takes lead of) projects as required by business need and provides assistance to MD and LT to meet projects objectives
  • Takes formal minutes of meetings as necessary, including collation of supporting documents and follow up of action points
  • Disseminates project information in a timely manner to all relevant parties.
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