Executive Assistant at Thermo Fisher Scientific in Waltham, Massachusetts

Job Description:

Work Schedule

Standard (Mon-Fri)



Environmental Conditions

Office



Job Description





Position Summary/Key Responsibilities



The Executive Assistant position will support the Vice President, Strategy & Strategic Initiatives within the Pharma Services Group. The successful candidate will provide a variety of strong administrative support functions and will be involved in, and help coordinate customer meetings, work on special projects and executive initiatives. They will be resourceful, passionate about making others more efficient, have excellent organizational skills and being agile!


This role is open to multiple locations with the expectation of a minimum of 4 days a week on-site at the given location.




Responsibilities:

• Maintain and handle multiple executive calendars, including recurring meetings, prioritizing appropriately, and using good judgment in offering solutions to complex scheduling and meeting planning as needed. Help the leaders remain proactive in handling times and priorities.


• Function as the primary interface for the designated executives and the associated leadership teams as necessary to ensure smooth workflows. Interface professionally with other key leaders, customers, and colleagues.


• Proactively lead communication (emails, phone calls, follow-up); screen telephone or email inquiries, communicate messages, redirect calls, and respond to urgent inquiries from the corporate office, global site offices, and internal/external partners over multiple time zones.


• 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. Proactively anticipate potential travel issues and respond accordingly.


• Provide outstanding attention to detail in all efforts and outputs. Anticipate potential changes or shifts in priorities.


• Uphold the strictest confidentiality on information gleamed as part of responsibilities. Handle highly confidential information and documents with discretion and confidentiality. Generate, compose, and edit confidential, routine, and non-routine documents. Proof-read documents and materials and correct and/or compose routine correspondence using predetermined formats.


• Provide innovative, creative, and time-tested methods and procedures for fostering continuing improvement to practices or processes.


• Work effectively as a team member of the Executive Administrative teams to ensure continuity for breaks, vacations, or high-volume times. While the role is responsible for primary support of designated executive, it is expected that as needed, this role readily contributes to the success of the PSG team and colleagues.


• Complete projects, special assignments, and duties as assigned.

Minimum Requirements:




Education: High School Diploma or equivalent required; associate's or bachelor's degree a plus



Experience: 5+ years of administrative or equivalent experience preferably in a fast-paced environment preferred.

• Ability to handle 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 solutions.


• Demonstrated expertise in Microsoft Office products, including Word, Excel, PowerPoint, Outlook and willingness and ability to learn company-specific software or system tools.


• Previous success at building strong organizational relationships in a global environment and in fostering teamwork.


• Outstanding 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 a flexible work style shown to be effective working across varied types of clients, senior level leaders and colleagues that are geographically dispersed.


• Fluency and comfort in crafting presentations, and in using Excel, i.e., can manipulate pivot tables, create formulas, etc.


• Thrives in environments that may present competing demands for attention; ability to prioritize effectively in these situations in global organization.


• Ability to work to deadlines or address priorities even if after work hours (as needed)

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