Administrative Assistant Animal Health Spain

Job Description

This role is a position integrated in the Marketing Operational team, part of the Marketing Operations and Business Excellence Unit, that provides support and service to the Spanish organization and across all the business unit and areas.

The Administrative Assistant will lead specific administrative task to help move the organization in a more rapid and efficient way.

Key responsibilities include and are not limited to the following management processes:

1.         Filling and Documentation:

• Ensure efficient filing and organization of documents, both physical and digital.
• Maintain accurate and up-to-date records, including contracts, invoices, and other relevant documents.
• Retrieve and distribute documents as per internal requests.
   

2.         Vendor Management:

• Handle vendor registration, updates, and modifications.
• Maintain a vendor database and ensure vendor information is kept current.
• Assist in vendor selection processes and maintain vendor contracts and agreements.
   

3.         Requisitions and Purchase Order Management:

• Create requisitions and purchase orders as per established procedures.
• Monitor and follow up on purchase orders to ensure timely delivery of goods and services.
• Coordinate with vendors and internal stakeholders to resolve any issues related to purchase orders.
• Assist in the payment process, ensuring accuracy and adherence to payment terms.
• Close purchase orders upon completion and maintain relevant documentation.
   

4.         Promotional Material Management:

• Handle the registration and updates of promotional materials.
• Maintain accurate records of promotional materials and ensure compliance with relevant regulations and guidelines.
   

5.         Contract Administration:

• Assist in contract management, including drafting, reviewing, and executing contracts.
• Maintain contract files and ensure compliance with contractual terms.
• Coordinate contract renewals and terminations, as necessary.
   

6.         Event Coordination:

• Support the planning and coordination of events, including internal and external conferences, workshops, and training courses.
• Manage event logistics, such as venue booking, travel arrangements, and catering.
• Assist in the preparation of event materials and ensure smooth execution of events.
   

7.         General Support to the Team:

• Provide support to the Marketing Operation and Business Excellence unit in various topics, such as internal and/or external audits.
• Assist in organizing and coordinating training courses, including logistics and participant registration.
• Handle any other administrative tasks assigned by the team.

Qualifications, Skills & Experience

• High school diploma or equivalent; additional education in business administration or related field is a plus.
• Proven experience as an Administrative Assistant or in a similar role.
• Strong organizational and time-management skills.
• Attention to detail and ability to maintain accurate records.
• Proficiency in using office software (e.g., MS Office Suite, document management systems).
• Excellent written and verbal communication skills.
• Ability to work effectively in a team and independently.
• Prior experience in procurement or vendor management is desirable.
• Languages: high English level written/spoken

Current Employees apply HERE

Current Contingent Workers apply HERE

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:

Relocation:

VISA Sponsorship:

Travel Requirements:

Flexible Work Arrangements:

Shift:

Valid Driving License:

Hazardous Material(s):

Requisition ID:R273082