Executive Coordinator LATAM

A career with EMD Serono is an ongoing journey of discovery: our 57,000 people are shaping how the world lives, works and plays through next generation advancements in healthcare, life science and performance materials. For more than 350 years and across the world we have passionately pursued our curiosity to find novel and vibrant ways of enhancing the lives of others. EMD Serono is a business of Merck KGaA, Darmstadt, Germany.

Your Role:

At EMD Serono, everyone matters, and you will be a vital contributor to our inspiring, bold mission. As an Executive Coordinator working on the Strategy & Planning team, you will be responsible for providing administrative support to the Office of the President.

Responsibilities:

• Email and calendar management, including responding to all meeting invitations, independently resolving conflicts, clearing calendar for travel/vacation time, notating all travel details for the SVP, Head of Latin America, Office of the President
• Assist in meeting planning, including printing meeting materials, providing daily summary of meeting activity for reference for Office of the President (Head of Strategy, Chief of Staff and HR), including supporting the logistical planning and orchestration of all governance meetings and activities
• Event and activity planning, including coordination and contract negotiation, both on- and off-site at local and remote locations
• Meeting coordination including travel scheduling, WebEx hosting and facilitation, catering, audio-visual requirements, etc.
• Concur/Expense reporting for Office of the President in strict compliance with legislative and company travel, entertainment, and physician payment policy
• Manage procurement activities (shopping carts, SOW, PO, invoices and accruals) for the Office of the President
• Develop and facilitate community of Executive Assistants to identify needs and development opportunities, share best practices, and coordinate support of enterprise initiatives
• Consolidate and prepare corporate reports (e.g., KPI and highlights) for the SVP, Head of Latin America, Office of the President
• Partner with the broader team to provide administrative and operational guidance to team members (both new hires and existing staff)
• Work with SVP Head of Latin America, Office of the President on smaller scale project management and coordination
• Manage and independently act on confidential and sensitive communications (emails, leadership meeting materials, etc.)
• Provide assistance in maintaining compliance with regulatory and company policies and guidelines, including Standard Operating Procedures
• Office management of Miami Site including office supply inventory and procurement, receptionist duties such as greeting visitors and directing phone calls

Who You Are:

Minimum Qualifications:

• High School Diploma or equivalent
• 2+ years of Executive Administrative experience
• 2+ years’ experience with procurement or expense reporting platforms
• 2+ years of project management support experience
• Bilingual English/Spanish

Preferred Qualifications:

• College coursework, Associates, or Bachelor’s degree
• Advanced Internet/Intranet skills and proficiency in Microsoft Office (Outlook, Excel, PowerPoint and Word)
• Experience with leading and coordinating WebEx and conference call sessions
• Experience in meeting planning, project support and event coordination
• Experience in travel planning (air, ground, lodging) for large groups and in various US-based and international metropolitan locations
• Ability to prioritize multiple projects/workflow and manage time efficiently in order to meet established timelines for multiple executives
• Experienced in successfully completing tasks with minimal direction from manager and/or supervisor
• Must be able to proactively improve processes, initiate projects and implement changes, as opportunities are identified
• Experience working within a high paced fluid environment
• Excellent communication, inter-personal and collaboration skills; the ability to verbally communicate in both Spanish and Portuguese would be a plus
• Demonstrated experience in problem-solving and ability to deal with complex, ambiguous situations with diplomacy and tact

What we offer: With us, there are always opportunities to break new ground. We empower you to fulfil your ambitions, and our diverse businesses offer various career moves to seek new horizons. We trust you with responsibility early on and support you to draw your own career map that is responsive to your aspirations and priorities in life. Join us and bring your curiosity to life!

Curious? Apply and find more information at https://jobs.vibrantm.com

The Company is an Equal Employment Opportunity employer. No employee or applicant for employment will be discriminated against on the basis of race, color, religion, age, sex, sexual orientation, national origin, ancestry, disability, military or veteran status, genetic information, gender identity, transgender status, marital status, or any other classification protected by applicable federal, state, or local law. This policy of Equal Employment Opportunity applies to all policies and programs relating to recruitment and hiring, promotion, compensation, benefits, discipline, termination, and all other terms and conditions of employment. Any applicant or employee who believes they have been discriminated against by the Company or anyone acting on behalf of the Company must report any concerns to their Human Resources Business Partner, Legal, or Compliance immediately. The Company will not retaliate against any individual because they made a good faith report of discrimination.

Careers during Covid-19
Thank you for visiting our careers website, we are always looking for curious minds to join our teams. We understand how much the world is being impacted by the Covid-19 crisis and we want to assure you that your safety is very important to us. To ensure that everyone’s health is protected, instead of a standard face-to-face interview, it is likely that you will be offered alternative digital interview options.

US Disclosure
The Company is an Equal Employment Opportunity employer. No employee or applicant for employment will be discriminated against on the basis of race, color, religion, age, sex, sexual orientation, national origin, ancestry, disability, military or veteran status, genetic information, gender identity, transgender status, marital status, or any other classification protected by applicable federal, state, or local law. This policy of Equal Employment Opportunity applies to all policies and programs relating to recruitment and hiring, promotion, compensation, benefits, discipline, termination, and all other terms and conditions of employment. Any applicant or employee who believes they have been discriminated against by the Company or anyone acting on behalf of the Company must report any concerns to their Human Resources Business Partner, Legal, or Compliance immediately. The Company will not retaliate against any individual because they made a good faith report of discrimination.

North America Disclosure
The Company is committed to accessibility in its workplaces, including during the job application process. Applicants who may require accommodation during the application process should speak with our HR Services team at 855 444 5678 from 8:00am to 5:30pm ET Monday through Friday.