Job Description:
About the role
You show initiative and resourcefulness, you enjoy bringing structure to a dynamic environment, balancing multiple needs and contributing to the success of leaders and teams?
We are looking for an Executive and Administrative Coordinator to provide high-quality administrative and executive support to our Executive Director, Specialty & Pharma, and to the entire team. In this versatile role, you will help keep daily operations running smoothly. You will join the Specialty & Pharma business unit at an exciting time as we explore new opportunities, prepare upcoming launches and work across several therapeutic areas. Through your proactive administrative support and coordination efforts, you will help leaders and teams stay organized, connected and prepared for what comes next.
This administrative role combines executive support, departmental coordination and continuous improvement. While impeccable organization and attention to detail are essential, we are above all looking for an energetic problem solver who is resourceful, takes full ownership of challenges, learns very quickly and wants to develop their career within our organization.
Your responsibilities:
1. Executive support and departmental coordination
- Strategic calendar and schedule management:
Proactively manage the Executive Director's agenda by prioritizing critical engagements, anticipating scheduling conflicts and reserving work time for strategic priorities.
- Travel and logistics coordination:
Organize travel itineraries in Canada and internationally, accommodations and transportation to ensure smooth trips tailored to executive needs.
- Executive requests and correspondence:
Act as the first point of contact for internal and external stakeholders, screening and prioritizing requests with the utmost discretion and confidentiality.
- Meeting preparation and follow-up:
Where applicable – prepare agendas, coordinate meeting materials, take clear, action-oriented minutes and actively track deliverables to ensure follow-through across teams.
2. Business operations and departmental support
- Information and data management:
Maintain structured electronic filing systems, internal databases, distribution lists and shared document repositories (e.g., SharePoint and Teams) to facilitate access to information and ensure its accuracy.
- Event and meeting logistics:
Coordinate end-to-end logistics for internal workshops, department town halls, advisory committees and leadership meetings, such as room booking, audiovisual and technical setup, catering and participant coordination.
- Budget tracking and invoicing:
Support the department with budget monitoring, vendor invoice processing, purchase order management and expense report tracking, including preparing and submitting expense reports on behalf of the Executive Director using enterprise systems.
3. Continuous improvement and special projects
- Process optimization:
Identify bottlenecks in daily administrative processes and implement smart, digital or automated solutions to enhance departmental efficiency.
- Presentation and reporting support:
Where applicable – assist in preparing, proofreading and refining executive presentations, business reviews and analytical summaries.
- Special project coordination:
Where applicable – support departmental initiatives through planning, logistics, documentation and action tracking.
Experience and qualifications
- Bachelor's degree in Business Administration, Life Sciences, Communications, Economics or a related field (recent graduates are strongly encouraged to apply);
- Organized, detail-oriented and able to manage competing priorities;
- Proactive and resourceful, with strong follow-through and a practical approach to problem-solving;
- Demonstrated maturity, emotional intelligence and discretion when handling strictly confidential and sensitive information.
- Strong communication skills in French and English, along with the diplomacy and tact required to interact with senior stakeholders.
- Ability to quickly master digital tools and workflows; very strong proficiency in Microsoft 365 (Excel, PowerPoint, Word, Teams, Outlook, SharePoint) and artificial intelligence. Experience with enterprise systems (e.g., SAP, Concur) is an asset.
We are proud to be a company that values the contribution of diverse, talented and committed people. The fastest way to foster innovation is to bring diverse ideas together in an inclusive environment. We encourage our colleagues to respectfully challenge one another's views and solve problems collectively. We are an equal opportunity employer committed to fostering an inclusive and diverse workplace.
We encourage applications from all qualified candidates. In accordance with our accommodation policies and applicable provincial and federal accessibility legislation, we are committed to providing reasonable accommodations throughout the recruitment process.
Required Skills:
Administrative Support, Communication, Detail-Oriented, Document Management, Event Planning, Logistics, Microsoft Office, Prioritization, Process Improvements, Processing Expense Reports, Project Coordination, Scheduling, Team Coordination, Travel Scheduling
Preferred Skills:
Current Employees apply HERE
Current Contingent Workers apply HERE
Secondary Language(s) Job Description:
About the Opportunity
Are you a proactive, resourceful professional who enjoys bringing structure to a fast-paced environment, coordinating competing needs and helping leaders and teams succeed?
We are looking for an Executive & Administrative Coordinator to provide high-quality executive and administrative support to our Executive Director, Specialty & Pharma, and the broader team. In this multifaceted role, you will help keep day-to-day operations running smoothly. You will join the Specialty & Pharma business unit at an exciting time as it unlocks new opportunities, prepares for upcoming launches, and works across multiple therapeutic areas. Through proactive administrative support and coordination, you will help leaders and teams stay organized, connected, and ready for what comes next.
This administrative role combines executive support, departmental coordination and continuous improvement. While flawless organizational execution and attention to detail are paramount, we are specifically seeking an energetic problem solver – someone who is resourceful, takes full ownership of challenges, learns at lightning speed, and is eager to develop their career within our organization.
What You Will Do:
1. Executive Enablement & Departmental Rhythm
- Strategic Calendar & Schedule Management:
Proactively manage the Executive Director's agenda, prioritizing critical engagements, anticipating scheduling conflicts, and ensuring prepared downtime for strategic priorities.
- Travel & Logistics Coordination:
Organize seamless domestic and international travel itineraries, accommodations, and transit logistics tailored to executive requirements.
- Executive Inquiries & Correspondence:
Act as the first point of contact for internal and external stakeholders, filtering, and prioritizing with utmost discretion and confidentiality.
- Meeting Preparation & Follow-through:
Where applicable – prepare agendas, coordinate meeting materials, take clear action-oriented minutes, and actively track deliverables to ensure follow-through across teams.
2. Business Operations & Department Support
- Information & Data Management:
Maintain structured electronic filing systems, internal databases, distribution lists, and shared repository structures (e.g., SharePoint/Teams) for quick access and accuracy.
- Event & Meeting Logistics:
Coordinate end-to-end logistics for internal workshops, department town halls, advisory boards, and leadership meetings (room booking, AV/tech setup, catering, and attendee coordination).
- Budget Tracking & Invoicing:
Support the department with budget monitoring, vendor invoicing, purchase orders (POs) management, and expense report tracking, including preparing and submitting expense reports on behalf of the Executive Director, using enterprise systems.
3. Continuous Improvement & Special Projects
- Process Optimization:
Identify bottlenecks in daily administrative workflows and implement smart, digital, or automated solutions to enhance departmental efficiency.
- Presentation & Reporting Support:
Where applicable – assist in building, proofreading, and refining executive presentations, business reviews, and analytical summaries.
- Special Project Coordination:
Where applicable – support departmental initiatives through scheduling, logistics, documentation, and action tracking.
Experience and Qualifications
- Bachelor's degree in Business Administration, Life Sciences, Communications, Economics, or a related field (recent graduates are warmly encouraged to apply);
- Organized, detail-oriented, and able to manage competing priorities;
- Proactive and resourceful, with strong follow-through and a practical approach to problem-solving;
- Demonstrated maturity, emotional intelligence, and discretion when handling strictly confidential and sensitive information.
- Strong communication skills in French and English with the diplomacy and tact required to interact with senior stakeholders.
- Fast learner of digital tools and workflows; strong proficiency in Microsoft 365 (Excel, PowerPoint, Word, Teams, Outlook, SharePoint), and AI. Experience with enterprise tools (e.g., SAP, Concur) is an asset.
We are proud to be a company that embraces the value of bringing diverse, talented, and committed people together. The fastest way to breakthrough innovation is when diverse ideas come together in an inclusive environment. We encourage our colleagues to respectfully challenge one another's thinking and approach problems collectively. We are an equal opportunity employer, committed to fostering an inclusive and diverse workplace.
We encourage applications from all qualified candidates. In accordance with our accommodation policies and applicable provincial and federal accessibility legislation, we are committed to providing reasonable accommodation throughout the recruitment process.
This job posting is for an existing vacancy position.
The Primary location for this role is
CAN - Quebec - Kirkland (16750 Transcanada)
The anticipated base salary range for this position is listed below. This range reflects the Company's reasonable expectation of the base salary applicable to this role at the time of posting. At our company, we are firmly committed to providing fair and equitable pay for similar work and experience as a fundamental aspect of our workplace culture. Individual salaries will be based on several factors such as relevant experience, skills and proficiency, and other bona fide factors relative to appropriate internal comparators.
We may use artificial intelligence and automated tools to support our recruitment process. AI tools are used to support, but not replace, human judgment. All hiring decisions are made by our hiring managers.
At our Company, we lead with people. This role includes eligibility for our discretionary short-term incentive plan, which fosters a pay-for-performance culture. Our rewards and benefits programs go beyond traditional medical plans and retirement programs to create a flexible, inclusive workplace that supports employee well-being, development, and long-term success.
Additional location(s): Please note the base salary range above applies to the Primary Location of the position role, including where the role is designated as remote but tied to the Primary Location for compensation purposes. Where a role has other listed locations, different compensation guidelines may apply. You may find the base salary ranges for additional locations below. If the base salary range is not listed for the location to which you are applying, our Talent Acquisition team may provide further information about compensation applicable to your location, where required by law.
Additional location(s) Compensation Information:
$60,800 - $91,200
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.
Employee Status:
Regular
Relocation:
No relocation
Visa Sponsorship:
No
Travel Requirements:
No Travel Required
Flexible Work Arrangements:
Hybrid
Shift:
Not Indicated
Valid Driving LIcense:
No
Hazardous Material(s):
n/a
Job Posting End Date:
11/12/2026
*A job posting is effective until 11:59:59PM on the day BEFORE the listed job posting end date. Please ensure you apply to a job posting no later than the day BEFORE the job posting end date.