Thermo Fisher Scientific

Executive Assistant

Thermo Fisher Scientific

full-time

Posted on:

Location Type: Office

Location: Waltham • Massachusetts • 🇺🇸 United States

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Salary

💰 $60,000 - $100,000 per year

Job Level

SeniorLead

About the role

  • Executive Calendar Management: Maintain and manage executive calendars, including recurring meetings, prioritizing appropriately, and using good judgment in offering solutions to complex scheduling and meeting planning as needed.
  • Help VP remain proactive in managing times and priorities.
  • Primary Interface: Function as the primary interface on behalf of the Senior Clinical Leadership team to ensure smooth workflows. Interface professionally with other key leaders, customers, and colleagues.
  • Global Travel Coordination: Enable complex global travel activities; prepare and coordinate complex and multi-stop travel, including accommodations, local transportation, passport/visa requirements. Proactively compile, submit, and track expenses for the executives in a timely manner. Anticipate potential travel issues and respond accordingly.
  • Meeting Coordination: Schedule and coordinate complex meetings, including attendee communications, venue management, audio/video set-up, catering, and program material preparation. Events could include annual leadership events, leadership off-site meetings, customer visits, town halls, team meetings, etc.
  • Data Presentation: Collate and access data and information in Excel and can create high-quality PowerPoint presentations.
  • Policy Advisor: Serve as an information source and respected advisor on departmental and organizational policies and procedures.
  • Deliverable Tracking: Track and drive completion of key deliverables, proactively following up on outstanding items as needed. Track and facilitate external commitments and approvals needed in a timely manner.
  • Confidentiality: Uphold the strictest confidentiality on information gleaned as part of responsibilities. Manage highly confidential information and documents with discretion and confidentiality.
  • Communication Management: Proactively manage communication (emails, phone calls, follow-ups); screen telephone or email inquiries, communicate messages, redirect calls, and respond to urgent inquiries from the corporate office, global site offices, and internal/external stakeholders over multiple time zones.
  • Attention to Detail: Provide exceptional attention to detail in all efforts and outputs. Anticipate potential changes or shifts in priorities amidst simultaneous demands for attention.

Requirements

  • 8+ years’ experience working with senior-level executives within and outside the company, customers, vendors, visitors, etc.
  • Demonstrated expertise in Microsoft Office products, including Word, Excel, PowerPoint, Outlook and willingness and ability to learn company-specific software or system tools.
  • High school diploma required. Associate degree or equivalent preferred
  • Ability to work to deadlines or address priorities even if after work hours (as needed)
  • Strong organizational skills with the ability to multi-task.
  • Excellent time management skills and the ability to prioritize work.
  • Attention to detail and problem-solving skills.
  • Strong organizational and planning skills in a demanding environment.
  • Proven ability to manage confidential and sensitive information with the ability to exercise discretion and show good judgment.
  • Demonstrated experience in working to independently identify, analyze, and solve problems with creative and successful solutions.
  • Previous success at building strong organizational relationships in a global environment and in fostering teamwork.
  • Exceptional English written and verbal communication skills.
  • Proven ability to interact successfully with varying levels in and outside the organization in a demeanor that is representative of the leadership team.
  • Demonstrate an adaptive and flexible work style shown to be effective working across varied types of clients, senior level leaders and front-line colleagues that are geographically dispersed.
  • Fluency in creating presentations, and in executing within Excel, i.e., can manipulate pivot tables, create formulas, etc.
  • Ability to thrive in environments that may present multiple and simultaneous demands for attention; ability to prioritize effectively in these situations in global organization.
Benefits
  • A choice of national medical and dental plans, and a national vision plan, including health incentive programs
  • Employee assistance and family support programs, including commuter benefits and tuition reimbursement
  • At least 120 hours paid time off (PTO), 10 paid holidays annually, paid parental leave (3 weeks for bonding and 8 weeks for caregiver leave), accident and life insurance, and short- and long-term disability in accordance with company policy
  • Retirement and savings programs, such as our competitive 401(k) U.S. retirement savings plan
  • Employees’ Stock Purchase Plan (ESPP) offers eligible colleagues the opportunity to purchase company stock at a discount

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
Microsoft OfficeExcelPowerPointWordOutlookdata presentationcalendar managementtravel coordinationmeeting coordinationdeliverable tracking
Soft skills
organizational skillstime managementattention to detailproblem-solvingcommunicationdiscretionflexibilityteamworkjudgmentrelationship building
Certifications
high school diplomaassociate degree