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Thermo Fisher Scientific · 5 hours ago

Executive Assistant (Waltham, MA)

Boston, MA

Full-time

Onsite

Senior Level, Lead/Staff

$80K/yr - $110K/yr

8+ years exp

Thermo Fisher Scientific Inc. is the world leader in serving science, and they are seeking an Executive Assistant to support their VP/General Manager within the PPD Clinical Research group. The role involves providing exceptional administrative support, managing executive calendars, coordinating global travel, and ensuring efficient communication and workflow for the senior leadership team.

Research

No H1B

Responsibilities

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

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

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

Schedule and coordinate complex meetings, including attendee communications, venue management, audio/video set-up, catering, and program material preparation

Collate and access data and information in Excel and can create high-quality PowerPoint presentations

Serve as an information source and respected advisor on departmental and organizational policies and procedures

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

Uphold the strictest confidentiality on information gleaned as part of responsibilities

Manage highly confidential information and documents with discretion and confidentiality

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

Provide exceptional attention to detail in all efforts and outputs. Anticipate potential changes or shifts in priorities amidst simultaneous demands for attention

Qualification

Executive Calendar ManagementGlobal Travel CoordinationData PresentationMicrosoft OfficeOrganizational SkillsCommunication ManagementAttention to DetailProblem-Solving SkillsConfidentiality

Required

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

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

Able to communicate, receive, and understand information and ideas with diverse groups of people in a comprehensible and reasonable manner

Able to work upright and stationary for typical working hours

Ability to use and learn standard office equipment and technology with proficiency

Able to perform successfully under pressure while prioritizing and handling multiple projects or activities

Preferred

Associate degree or equivalent preferred

May require as-needed travel (0-20%)

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