Executive Assistant

Posted 15 Oct 2019

Burlington, Massachusetts - United States

Req Id 198676


A career with MilliporeSigma is an ongoing journey of discovery: our 52,000 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. MilliporeSigma is a business of Merck KGaA, Darmstadt, Germany.

Your Role:


You will play a key administrator role in the Patents team located in Burlington, MA, supporting the global Patents business for MilliporeSigma, which is the Life Science business of Merck KGaA, Darmstadt, Germany. As the Executive Assistant you will provide primary administrative support to the Head of Patents and some additional support to the U.S. Patent team. This is an excellent opportunity to support a high-performance team by proactively planning for and executing on all Patent support needs and to provide a high-level of administrative support with the utmost professionalism. To achieve this, you'll use advanced administrative skills, and handle personal contacts with finesse and diplomacy.  The Executive Assistant serves as the primary point of contact for internal and external constituencies. This position serves as a liaison to R&D teams as well as the senior management team; organizes and coordinates executive outreach and external relations efforts.


In this role, you will use and develop broad and comprehensive experience, skills and knowledge in organizational policies, procedures and practices. You will develop and manage various electronic systems.  You will also facilitate and coordinate projects and deadlines directly or in collaboration with others. You will work independently, and carry out large scale special assignments, with minimal supervision.


Responsibilities for this role will include but are not limited to:  Provide advanced administrative support to the Head of Patents Life Science, some support to four additional local attorneys and two paralegals; Manage administrative aspects of patent department operations, including law firm management, processing of invoices and related financial accruals, supplies, and interaction with other company functions. Also includes tracking external law firm and Patent Agent contracts/billing/payment and routing documents through internal processes; Responsible for calendar management, requiring interaction with both internal and external senior executives and their assistants, including frequent international participants (especially Germany and France); Coordinate complex travel arrangements both international and domestic; Processing of expense reports; Own, manage and continuously improve the Laboratory Notebook database using Lotus Notes and Iron Mountain; Coordinate and schedule Patent Committee Meetings with the Life Science Business heads and business meetings for the MilliporeSigma Patents team.


Who You Are: 

Minimum Qualifications:

  • 8+ plus years of related professional experience supporting senior-level management, preferably within global, matrix organizations
  • High School Diploma


Preferred Qualifications:

  • College degree preferred
  • High Proficiency with Microsoft Office software (Outlook, Word, Excel, Teams, PowerPoint) 
  • Knowledge of Oracle/SAP
  • Applications software such as travel and expense management, scheduling, budgetary control preferred
  • Ability to work independently, as well as partnering and team collaboration with other administrative assistants
  • Ability to multi-task and to be flexible to work assignments
  • Discretion, judgment, tact and diplomacy is a must
  • Superior customer service skills with the ability to network effectively
  • Strong organizational skills
  • Excellent interpersonal, written and oral communications skills
  • Attention to detail and follow-through
  • Experience planning and coordinating events/project management responsibilities
  • Very comfortable learning and developing proficiency in new software and systems (such as electronic databases, invoicing, conferencing, etc.)
  • Professional and pleasant demeanor



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.

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