Administrative Services Specialist

The Vaccine Manufacturing Facility (VMF) Operations team is seeking an Associate II, Administrative Services to provide advanced administrative and operational support to the VMF Integrated Process Team (IPT). This role is responsible for enabling organizational effectiveness through executive support, operational coordination, budget administration, meeting management, and onboarding support. The successful candidate will serve as a trusted partner to leaders and teams, ensuring seamless execution of key business processes in a fast-paced manufacturing environment. Key Responsibilities Operational & Business Support Manage departmental budgets within company systems, partnering with budget owners to monitor spending, track targets, and identify potential issues proactively. Support expense management and purchase order processing for assigned leaders, ensuring timely completion and compliance with company policies. Administer digital collaboration platforms, including SharePoint, Teams, and distribution lists, maintaining content accuracy, access controls, and governance standards. Drive administrative excellence by partnering with administrative colleagues and cross-functional teams to streamline processes, share best practices, and implement continuous improvements. Support operational compliance activities, including training curriculum administration, SOP updates, and training assignment tracking. Executive & Meeting Management Manage complex executive calendars, prioritizing competing demands, resolving scheduling conflicts, and maintaining effective communication with stakeholders. Coordinate and facilitate team meetings, workshops, and special events, including scheduling, logistics, meeting materials, minutes, and action item follow-up. Provide proactive support for leadership meetings and organizational priorities through schedule planning, stakeholder coordination, and independent follow-up. Onboarding & Team Coordination Coordinate onboarding activities for new hires, including equipment and resource requests, system access, organizational assignments, and other onboarding requirements to ensure a positive and efficient start. Qualifications Required Proven experience providing administrative support to leaders and/or large teams in a dynamic business environment. Demonstrated ability to handle sensitive organizational, financial, and personnel information with the highest level of confidentiality and discretion. Strong verbal and written communication skills with the ability to effectively engage leaders, colleagues, and external stakeholders. Excellent organizational skills with a proven ability to manage multiple priorities, meet deadlines, and work independently. Strong analytical, problem-solving, and decision-making capabilities. Advanced proficiency with Microsoft 365 applications and digital collaboration tools. High level of integrity, professionalism, and collaboration. Preferred Experience within the pharmaceutical, biotechnology, or manufacturing industry. Two or more years of experience as an Administrative Assistant, Executive Assistant, or similar role. Experience using SAP for budget management, purchase orders, and cost tracking. Professional certifications such as Certified Administrative Professional (CAP), Project Management Professional (PMP), or Professional in Human Resources (PHR). Education High School Diploma or equivalent required. Additional education, professional certifications, or related coursework preferred. What Success Looks Like Trusted partner to leaders and teams. Highly organized and responsive in a fast-paced environment. Proactive problem solver who anticipates needs and drives execution. Consistently maintains accuracy, confidentiality, and professionalism while supporting critical business operations. The salary range for this role is: $63,800 - $100,400 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 employee’s 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. Required Skills: Database Management, Data Entry, Document Management, Email Management, Event Planning, File Management, Inventory Management, Office Management, Payment Handling, Processing Expense Reports, Project Coordination, Purchase Order Management, Researching, Travel Coordination, Vendor Management #J-18808-Ljbffr Merck