MSD’s Business Service Center (BSC), located across three regions (Americas, Europe, and Asia), are responsible for the timely and efficient delivery of standardized, global financial processes.
The BSC Americas in San Jose, Costa Rica will be responsible for the execution and delivery of a broad range of financial services and processes across MSD business divisions and markets for the Americas region.
The Administrative Assistant will support the BSC-Americas Executive Leadership team to build the BSC footprint in Costa Rica.
Job responsibilities require coordination of multiple tasks to complete work assignments which require advanced analytical ability, independent judgment, creativity, and problem-solving skills.
This role requires strong communication skills for effective interaction with MSD's executives and internal / external clients both on-site and remotely to maintain work flow
The individual must possess outstanding communication and people skills and have extensive experience with event planning and coordination.
Primary responsibilities for this position include, but are not limited to, the following :
Conduct General Secretarial / Clerical duties
Support the Executive Leadership team taking meeting notes, giving follow up in action items, coordinating travel arrangements and preparing expenses reports
Schedule complex, multi-leg, and international travel
Support travel arrangement for groups (4+ employees)
Coordinate all logistic requires for visitors according to the current guideline (including Travel, hotel, meals, security, transportation, rooms, etc.)
Coordinate and perform multiple tasks while understanding the project principles and technical skills related to own work assignments
Prioritize and perform work activities under little supervision
Produce various work assignments which require advanced analytical ability, independent judgment, creativity, and problem-solving skills
Be the single point of contact for information resources (travel, ticket creation - IT Issues, Meeting room reservations)
Support and assist in the use of Team Sites
Communicate at a high level to effectively interact with MSD executives and internal / external clients both on-site and remotely to maintain work flow
Manage the site lead calendar (coordinate with stakeholders, schedule / cancel meetings, WebEx, etc.)
Make internal and external communications
Support the onboarding process.
Organize special projects / events within the division or area. Present project plans and provide updates.
Coordinate all matters require for trainings or meetings (rooms reservations, snacks, WebEx, audio, connections, etc.) and ensure everything is working proper prior and during the session.
Keep constant communication and coordination with facilities, Security and IT.
Education & Experience
High School Diploma
3 years Administrative or Finance or Admin Assistant responsibilities experience
Preferably 3 years Administrative experience supporting Sr. Directors / Executives
Fluency in English and Spanish required
Advanced computer skills using MS Outlook, Word, Excel, PowerPoint and operation of other peripheral devices
Demonstrated experience scheduling and coordinating complex, multi-leg domestic and international travel
Experience processing Visa / Passport applications
SAP experience processing Expense Reports, Purchase Orders, Payment Requests, Vendor Add Forms, as well as run reports within SAP
Ability to handle and prioritize many simultaneous assignments
Experience with Event Planning and coordination
Extraordinary attention to detail
Outstanding communication and people skills
Experience with financial and budget tasks
Preferred : Advanced education or certifications such as Certified Administrative Professional, Project Management Professional Certification, Professional in Human Resources Certification
Our employees are the key to our company’s success. We demonstrate our commitment to our employees by offering a competitive and valuable rewards program.
Our Company’s benefits are designed to support the wide range of goals, needs and lifestyles of our employees, and many of the people that matter the most in their lives.