Sr Administrative Assistant (NE)

at  Thermo Fisher Scientific

JOB DESCRIPTION

Job Description
The Sr. Administrative Assistant supports the functional leaders of Operations and Quality/Regulatory Affairs. Responsible for all aspects of administrative support including travel plans and expense reports, maintaining calendars, scheduling meetings, organizing communication and cascading messaging, support with power points designs, ordering of supplies, and providing support to staff members. Collaborate with other administrative assistants or team members on large company projects. This position will report directly to the Sr. Director of Operations and will be dotted line to support the Sr. Director of Quality & Regulatory.

Responsibilities:

• Receiving and directing visitors including coordination of workstations
• Managing calendars and booking conference rooms for meetings, as well as any necessary event arrangements
• Making travel arrangements and managing expense reports.
• Preparing reports and notes from meetings; distribute to appropriate people and follow up as needed
• Support with designing and proofing power points or presentations
• Organize functional leader communications and messaging
• Strong customer relations
• Taking minutes at specified meetings and distribute to appropriate people
• Maintain department’s office supply, inventory and ordering as needed
• Implement and follow through of action items derived from attended meetings, as well as verbally from Director of Operations, Supply Chain, Quality/Regulatory or R&D and distribution of reports
• Reconcile expenses, invoices and bills
• Training staff on the use of Concur (Expense Management System)
• Track and maintain all facility action items
• Assist in on-boarding of new hires
• Administer functional events and meetings
• Process credit card authorizations working through JP Morgan website
• As needed, support other departments for adhoc requests.
• Provide Receptionist and Executive Assistant back-up support as needed
• Assist in the areas of continuous improvement, cost reductions, and similar important areas
• Demonstrates the Thermo Fisher values – Integrity, Intensity, Involvement and Innovation (The Four I’s)!

MINIMUM QUALIFICATIONS:

• High school diploma or GED equivalent
• Two (2) years of administrative, project coordinator and/or office experience
• Strong computer and internet research skills with experience with Excel, Word, MS Project, and PowerPoint
• Highly organized and flexible to coordinate different projects
• Ability to prioritize tasks
• Ability to work independently with little direct supervision
• Ability to react appropriately to changing priorities and impending deadlines
• Maintain sensitivity to confidential matters
• Ability to work well with all levels of internal management and staff, as well as outside clients and vendors
• Excellent communication and interpersonal skills both written and verbal
• Strong team building skills and proven ability to work with a diverse group of people

PHYSICAL REQUIREMENTS:

• Normal manufacturing environment
• Position may require frequent communication and walking to other areas in which designated PPE will be required
• Position will require sitting and/or standing for prolonged periods of time

PREFERRED QUALIFICATIONS:

• Associates Degree or Higher is a plus

• Receiving and directing visitors including coordination of workstations
• Managing calendars and booking conference rooms for meetings, as well as any necessary event arrangements
• Making travel arrangements and managing expense reports.
• Preparing reports and notes from meetings; distribute to appropriate people and follow up as needed
• Support with designing and proofing power points or presentations
• Organize functional leader communications and messaging
• Strong customer relations
• Taking minutes at specified meetings and distribute to appropriate people
• Maintain department’s office supply, inventory and ordering as needed
• Implement and follow through of action items derived from attended meetings, as well as verbally from Director of Operations, Supply Chain, Quality/Regulatory or R&D and distribution of reports
• Reconcile expenses, invoices and bills
• Training staff on the use of Concur (Expense Management System)
• Track and maintain all facility action items
• Assist in on-boarding of new hires
• Administer functional events and meetings
• Process credit card authorizations working through JP Morgan website
• As needed, support other departments for adhoc requests.
• Provide Receptionist and Executive Assistant back-up support as needed
• Assist in the areas of continuous improvement, cost reductions, and similar important areas
• Demonstrates the Thermo Fisher values – Integrity, Intensity, Involvement and Innovation (The Four I’s)