Executive Assistant - Lab Products Group

Location

Waltham, MA | United States

Job description

At Thermo Fisher Scientific, each one of our 70,000 extraordinary minds has a unique story to tell. Join us and contribute to our singular mission—enabling our customers to make the world healthier, cleaner and safer! When you’re part of the team at Thermo Fisher Scientific, you’ll do important work, like helping customers in finding cures for cancer, protecting the environment or making sure our food is safe. Your work will have real-world impact, and will support you in achieving your career goals.

Summary:

Provides high-level administrative support to a senior-level manager, such as a Vice President or General Manager; may support multiple managers and direct reports. Handles matters with strict confidentiality and meets short deadlines. Focus of work may vary based on individual needs of the manager and functional area.

Responsibilities:

• Function as the primary contact for the executives and interface professionally with other key leaders, customers, and colleagues.
• Lead and maintain multiple executive calendars, including recurring meetings, prioritizing appropriately, and using good, proactive judgment in offering solutions to scheduling and meeting planning as needed.
• Work in a team environment with C-level administrative team and to provide back-up assistance to the Group President and other VPs as needed.
• Proactively manage communications (emails, phone calls, follow-up actions); screen telephone or email inquiries, communicate messages, redirect calls and respond to urgent inquiries from the corporate office, global sites, and internal/external partners over multiple time zones.
• Coordinate intricate and multi-leg travel accommodations including local transportation, and passport/visa requirements. Proactively anticipate potential travel issues and manage accordingly.
• Prepare documents, meeting agendas, meeting minutes, presentations, and spreadsheets for approval.
• Make travel arrangements and prepares itineraries for travel within the U.S. and internationally; changes travel schedules, flights, hotels, and rental cars during normal business hours and during off-hours as needed. Process and track expenses in a timely manner for the executives.
• Provide outstanding attention to detail. Anticipate potential changes or shifts in priorities amidst simultaneous demands for attention.
• Schedule and coordinate large meetings. This includes but is not limited to, attendee communications, venue management/coordination, audio/video set-up and management, catering and program material preparation as needed.
• Provide overall data management. Solicit needed data from multiple sources, organize and compile in formats to facilitate analysis and presentation. Establish, update, and maintain files, inventories, records as needed, including paper, electronic and other platforms as needed.
• Track and drive completion of key results, proactively following up on outstanding items as needed.
• Uphold the strictest confidentiality on information and documents gleamed as part of responsibilities.
• Collaborate and get results in a matrixed and global organization during times of change, evolution, and transformation. Demonstrate an adaptive and flexible work style shown to be effective working across varied types of clients, senior level leaders and front-line team members that are geographically dispersed.
• Complete projects, special assignments, other tasks, and duties as assigned, and timely.

Experience, Knowledge and Skills

• High school diploma required. Associate’s degree in Secretarial Science, Business, or related field preferred.
• 10+ years of administrative experience in a fast-paced environment  with recent experience supporting executives in a corporate environment preferred.
• Demonstrated ability to be self-motivated, build professional relationships, maintain confidentiality and to operate with the highest of ethical standards and integrity are required.
• Previous success at building strong organizational relationships and fostering teamwork while maintaining a positive “can-do” demeanor and the ability to work within a team environment.
• Professional, authentic, approachable, and supportive in nature. Proven track record of interacting successfully with varying levels of professionals in and outside the organization and in a manner that is representative of the leadership team.
• Demonstrated expertise in Microsoft Office products, including Word, Excel, PowerPoint, Outlook and Teams.
• Willingness and ability to learn company-specific software or system tools. Fluency and comfort in creating presentations, and using Excel and specifically building pivot tables and creating formulas.
• Ability to prioritize workloads, maintain deliverables, and address priorities even if after work hours (as needed).
• Accuracy is required in performing all functions of this position.

Does this job posting interest you? If so, apply today!

Physical Requirements:

Position requires moving about office locations; ability to manipulate (lift, carry, move) objects of light weights up to 25 pounds; arm, hand and finger dexterity, including ability to grasp and type for prolonged periods of time; visual acuity to use a keyboard, computer monitor, operate equipment, and read materials for prolonged periods of time; ability to sit, reach with hands and arms, talk, and hear for prolonged periods of time.

Our Mission is to enable our customers to make the world healthier, cleaner and safer. Watch as our colleagues explain 5 reasons to work with us. As one team of 100,000+ colleagues, we share a common set of values - Integrity, Intensity, Innovation and Involvement - working together to accelerate research, solve sophisticated scientific challenges, drive technological innovation and support patients in need. #StartYourStory at Thermo Fisher Scientific, where diverse experiences, backgrounds and perspectives are valued.

Thermo Fisher Scientific is an EEO/Affirmative Action Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability or any other legally protected status.

Accessibility/Disability Access

Job Seekers with a Disability: Thermo Fisher Scientific offers accessibility service for job seekers requiring accommodations in the job application process. For example, this may include individuals requiring assistance because of hearing, vision, mobility, or cognitive impairments. If you are a job seeker with a disability, or assisting a person with a disability, and require accessibility assistance or an accommodation to apply for one of our jobs, please submit a request by telephone at 1-855-471-2255*. Please include your contact information and specific details about your required accommodation to support you during the job application process.

• This telephone line is reserved solely for job seekers with disabilities requiring accessibility assistance or an accommodation in the job application process. Messages left for other purposes, such as not being able to get into the career website, following up on an application, or other non-disability related technical issues will not receive a response.

Job tags

Salary