Kirkland, Québec, Canada
Onsite
Job Description:
À propos du poste
Vous faites preuve de proactivité et de débrouillardise, et vous aimez apporter de la structure dans un environnement dynamique, concilier des besoins multiples et contribuer à la réussite des leaders et des équipes?
Nous recherchons un(e) Coordonnateur(trice) exécutif et administratif pour offrir un soutien administratif et exécutif de grande qualité à notre directrice exécutive, Soins spécialités et pharma, ainsi qu’à l’ensemble de l’équipe. Dans ce rôle polyvalent, vous contribuerez au bon déroulement des activités quotidiennes. Vous vous joindrez à l’unité d’affaires Soins spécialités et pharma à un moment stimulant, alors que nous explorons de nouvelles possibilités, préparons les prochains lancements et œuvrons dans plusieurs domaines thérapeutiques. Grâce à votre soutien administratif proactif et à vos efforts de coordination, vous aiderez les leaders et les équipes à rester organisés, à maintenir des liens et à se préparer aux prochaines étapes.
Ce rôle administratif combine le soutien à la direction, la coordination des activités du service et l’amélioration continue. Bien qu’une organisation irréprochable et le souci du détail soient essentiels, nous recherchons avant tout une personne dynamique, axée sur la résolution de problèmes, qui fait preuve de débrouillardise, prend pleinement en charge les défis, apprend très rapidement et souhaite faire évoluer sa carrière au sein de notre organisation.
Vos responsabilités:
1. Soutien à la direction et coordination des activités du service
Gérer de façon proactive l’agenda de la direction exécutive en donnant la priorité aux engagements essentiels, en anticipant les conflits d’horaire et en réservant des plages de travail consacrées aux priorités stratégiques.
Organiser les itinéraires de voyage au Canada et à l’international, l’hébergement et les transports afin d’assurer des déplacements fluides et adaptés aux besoins de la direction.
Agir comme premier point de contact pour les parties prenantes internes et externes, en triant les demandes et en établissant les priorités avec la plus grande discrétion et dans le respect de la confidentialité.
Au besoin – préparer les ordres du jour, coordonner les documents de réunion, rédiger des comptes rendus clairs axés sur les actions et assurer un suivi actif des livrables auprès des équipes.
2. Soutien aux activités et au service
Tenir à jour des systèmes de classement électronique structurés, les bases de données internes, les listes de distribution et les espaces de documentation partagés (p. ex., SharePoint et Teams) afin de faciliter l’accès à l’information et d’en assurer l’exactitude.
Coordonner l’ensemble de la logistique des ateliers internes, des assemblées du service, des comités consultatifs et des réunions de direction tels que la réservation des salles, l’installation audiovisuelle et technique, les services de traiteur et la coordination des participants.
Appuyer le département dans le suivi budgétaire, le traitement des factures des fournisseurs, la gestion des bons de commande et le suivi des rapports de dépenses, y compris la préparation et la soumission des rapports de dépenses pour le compte de la direction exécutive, à l’aide des systèmes de l’entreprise.
3. Amélioration continue et projets spéciaux
Repérer les points de blocage dans les processus administratifs quotidiens et mettre en place des solutions ingénieuses, numériques ou automatisées pour accroître l’efficacité du service.
Au besoin – contribuer à la préparation, à la révision et à l’amélioration des présentations de la direction, des revues d’affaires et des synthèses analytiques.
Au besoin – appuyer les initiatives du département en assurant la planification, la logistique, la documentation et le suivi des actions.
Expérience et qualifications
Nous sommes fiers d’être une entreprise qui valorise l’apport de personnes diversifiées, talentueuses et engagées. La façon la plus rapide de favoriser l’innovation est de réunir des idées diversifiées dans un environnement inclusif. Nous encourageons nos collègues à remettre respectueusement en question les points de vue des autres et à résoudre les problèmes de façon collective. Nous sommes un employeur souscrivant au principe de l’égalité des chances et nous nous engageons à favoriser un milieu de travail inclusif et diversifié.
Nous encourageons les candidatures de toutes les personnes qualifiées. Conformément à nos politiques d’accommodement et à la législation provinciale et fédérale applicable en matière d’accessibilité, nous nous engageons à offrir des mesures d’accommodement raisonnables tout au long du processus de recrutement.
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 SchedulingPreferred 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
Proactively manage the Executive Director’s agenda, prioritizing critical engagements, anticipating scheduling conflicts, and ensuring prepared downtime for strategic priorities.
Organize seamless domestic and international travel itineraries, accommodations, and transit logistics tailored to executive requirements.
Act as the first point of contact for internal and external stakeholders, filtering, and prioritizing with utmost discretion and confidentiality.
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
Maintain structured electronic filing systems, internal databases, distribution lists, and shared repository structures (e.g., SharePoint/Teams) for quick access and accuracy.
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).
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
Identify bottlenecks in daily administrative workflows and implement smart, digital, or automated solutions to enhance departmental efficiency.
Where applicable – assist in building, proofreading, and refining executive presentations, business reviews, and analytical summaries.
Where applicable – support departmental initiatives through scheduling, logistics, documentation, and action tracking.
Experience and Qualifications
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 - $91,200Search 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:
RegularRelocation:
No relocationVisa Sponsorship:
NoTravel Requirements:
No Travel RequiredFlexible Work Arrangements:
HybridShift:
Not IndicatedValid Driving LIcense:
NoHazardous Material(s):
n/aJob 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.
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