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
· bachelor’s 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:
administrative support, administrative support, business operations, business strategies, data entry, document management, electronic filing, ethical compliance, event planning, file management, finance, financial budgeting, knowledge management systems, microsoft office, office applications, office equipment, onboarding, organizational communications, prioritization, process improvements, project management, scheduling, software proficiency, system administration, team coordination {+ 2 more}
preferred skills:
current employees apply here
current contingent workers apply here
search firm representatives please read carefully
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.