Executive Assistant

at  Thermo Fisher Scientific

JOB DESCRIPTION

Thermo Fisher Scientific Inc. is the world leader in serving science, with annual revenue exceeding $40 billion. Our Mission is to enable our customers to make the world healthier, cleaner and safer. Whether our customers are accelerating life sciences research, solving complex analytical challenges, improving patient diagnostics and therapies or increasing efficiency in their laboratories, we are here to support them.
Our global team of more than 100,000+ colleagues delivers an unrivaled combination of innovative technologies, purchasing convenience and pharmaceutical services through our industry-leading brands, including Thermo Scientific, Applied Biosystems, Invitrogen, Fisher Scientific, Unity Lab Services and Patheon.

HOW WILL YOU MAKE AN IMPACT

We are looking for an Executive Assistant who will support the Vice President, Strategy, Innovation & Business Development and Vice President, Market Development for the Biosciences Division, located in Carlsbad.
In this role, one will provide a variety of standard administrative support functions and will be involved in and help coordinate team meetings, special projects and executive initiatives. They will be self-motivated, proactive and have excellent interpersonal skills as well as the ability to build professional relationships. This role requires that you maintain confidentiality and to operate with the highest of ethical standards and integrity.

EDUCATION/EXPERIENCE

• High school diploma required
• Associates degree or equivalent preferred
• 5+ years of administrative experience, preferably in a large, fast paced environment. Executive administration experience desirable.
• Proven to be trusted 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 and successful solutions.
• Previous success at building strong organizational relationships and fostering teamwork.

KNOWLEDGE, SKILLS AND ABILITIES

• Strong written and verbal communication skills.
• Professional, authentic, approachable, and respectful in nature. Consistent record in interacting successfully with varying levels in and outside the organization in a demeanor that is representative of the leadership team.
• Demonstrated expertise in Microsoft Office products, including Word, Excel, PowerPoint, Outlook, and willingness and ability to learn company-specific software or system tools. Fluency and comfort in making presentations, and in executing within Excel, i.e., can manipulate pivot tables, create formulas, etc.
• Good organizational skills and strong attention to detail, with consistent record to handle multiple tasks efficiently and effectively
• Ability to work to deadlines or address priorities even if after work hours (as needed)

• Function as the primary interface for the designated executives and also BID leadership as required. Interface professionally with other key leaders, customers, and employees.
• Proactively handle 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 sites, and internal/external partners over multiple time zones.
• Manage and maintain multiple executive calendars, including recurring meetings, prioritizing appropriately and using good judgment in offering solutions to sophisticated scheduling and meeting planning as needed.
• Plan and coordinate travel, including accommodations, local transportation, passport/visa requirements. Proactively and on time compile, submit, and track expenses for the executives. Proactively anticipate potential travel issues, and respond accordingly.
• Provide outstanding attention to detail in all efforts and outputs. Anticipate changes or shifts in priorities amidst contending priorities.
• Schedule and coordinate complex meetings. This includes but is not limited to, attendee communications, venue management/site coordination, audio/video set-up and management as needed, catering and program material preparation. Events could include leadership off-site meetings, customer visits, town halls, team meetings, etc.
• Provide overall data management. Solicit needed data from multiple sources, organize and compile in formats to facilitate analysis and presentation.
• Serve as an information source and respected advisor on departmental and organizational policies and procedures.
• Track and drive completion of key deliverables, proactively follow through on outstanding items as needed. Track and facilitate contract renewals of executive memberships, external commitments, and approvals needed in a timely manner.
• Generate, compose and edit confidential, routine and non-routine documents.
• Provide innovative, creative and time-tested methods and procedures for encouraging continuing improvement to practices or processes.
• Work effectively as a team member of the BID Administrative team to ensure continuity for breaks, vacations, or high-volume times. While the role is responsible for primary support of designated executives, it is expected that as needed, the successful candidate readily contributes to the overall success of the team and colleagues.
• Uphold the strictest confidentiality on information gleamed as part of responsibilities. Handle highly confidential information and documents with discretion and confidentiality.
• Collaborate and get results in a 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, assignments, tasks and duties as assigned.