Sr. Executive Administrative Assistant

HYBRID - 3 days onsite in Rahway, NJ / 2 days working from home

Requirements:

• 8+ years of experience supporting executives
• Travel and expense management
• Project management is a plus
• Proactive identifying concerns and then solutions
• Sap/Concur

Responsibilities:

• Working with Executive Director, GIIG on scheduling internal and external meetings, agendas, and meeting room assignments
• Coordinating internal and external meetings for GIIG Program Leads, including with grantees, vendors, and other stakeholders
• Providing support to Executive Director and GIIG Program Leads on travel arrangements, visas, passports, etc. in Concur system
• Supporting preparations for Merck Foundation and Merck PAP Foundation Board meetings, as well as management of related materials and governance documents. This includes navigating multiple, complex calendars to schedule Board meetings as well as conducting electronic filing of Board materials, such as meeting minutes, Board decks, resolutions, and other records
• Providing support to Grants Manager on fundraisers coming out of the CEO-office or other executive team members, including handling related letters of agreement, invite communications and management, logo and journal ad requests and creative service coordination, logistics communication, etc.
• Serving as support to Program Leads on sending out invitations to apply for grants, declination letters to funding requests, and CEO office or other executive team member’s declination letters
• Sorting, managing, and directing GIIG Foundation mail to appropriate staff member(s)
• Providing support for staff onboarding processes, as appropriate, including initial hiring paperwork, meetings, badges, laptop issues, building access, etc.
• Providing moderate support on creating program excel and PowerPoint documents for the Team for Team meetings and projects on an as needed basis.
• Provide other support to Program Leads and Grants Manager as needed