Senior Administrative Assistant

1 month ago

Mount Prospect, Illinois, United States Thermo Fisher Scientific Full time

Job Description

When you are 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 you'll be supported in achieving your career goals.

Location/Division Specific Information

Clinical Trials Division (CTD) partners with pharmaceutical and biotech customers around the world to ensure the right patients get the right therapies in the right doses at the right time – a concept that we internally embrace as "There is a Patient Waiting." Our outstanding blend of services includes project management, packaging, distribution, transportation management and specialty logistics, ancillary supply management, clinical supply optimization, bio-repository storage and much more. Our more than 3,000 employees in over 15 countries work hard every day knowing that what they do matters.

How will you make an impact?

You will help create and cultivate a collaborative teamwork environment by providing world-class support to the Site Leadership Team (SLT) and General Manager.

What will you do?

  • Applies Good Manufacturing Principles in all areas of responsibility.
  • Demonstrates and drives the Thermo Fisher values – Integrity, Intensity, Involvement, and Innovation (The Four I's).
  • Maintains confidentiality of all aspects of duties related to the company.
  • Conserves manager's time coordinating requests and responses internally and externally; acts as a liaison between manager and other leaders, employees, external clients, vendors, and team members.
  • Manages calendar that changes often and that requires coordination and sensitivity, screens requests for meetings.
  • Administrative / reception activities, such as: maintain customer mailing list, answer phone, schedule conference rooms, organize customer and vendor visits, order plant and office supplies, arrange lunches, welcome and direct visitors, and maintain shared and individual calendars.
  • Completes projects and special assignments by establishing objectives; setting priorities, managing time; gaining cooperation of others, monitoring progress; problem solving, and adjusting plans.
  • Prepares for onsite meetings, including preparing complex PowerPoint presentations and Excel spreadsheets.
  • Generate expense reports, handle travel arrangements, and coordinate schedules for site's senior leadership team as requested.
  • Lead community events and other site activities by motivating employees to participate and by leading the Activities Committee.
  • Maintain records and assist with generating purchase requests in CODA.
  • Lead cafeteria, vending machine and associated outside vendors.
  • Record minutes at staff meetings, customer conference calls, and training sessions.
  • Assist with Data entry and run reports, as needed.
  • Update and manage weekly newsletters.
  • Routes paperwork (electronically and manually) for approvals.
  • Assist with managing state pharmacy licensing and handle notary requirements.
  • Lead and run all new hire onboarding schedules / processes.
  • Retrieves data from operating systems and manipulates as instructed for special projects.
  • Conduct all activities in a safe and efficient manner.
  • Other duties may be assigned to meet business needs.

How will you get there?

Education
  • High School Diploma or GED required. Associates degree or business-related field preferred
  • Three (3) years related experience and/or training, or equivalent combination of education and experience.
  • Equivalent combination of education, training and relevant work experience may be considered.
Experience
  • Computer skills at an Advanced level for Microsoft Office including Word, Outlook, Excel, Teams and PowerPoint.
  • Organizational skills and attention to detail.
  • Ability and experience communicating effectively in a friendly and professional manner.
  • Ability to hold information in strict confidence.
  • Ability to write reports, business correspondence, and procedure manuals.
  • Ability to effectively present information and respond to questions from groups of managers, employees, potential clients, customers, contractors, and the general public.
  • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
  • Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
Knowledge, Skills, Abilities
  • Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
  • Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
  • Ability to apply concepts of basic algebra and geometry.
Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.

While performing the crucial duties of this job the employee is occasionally required walk, climb, balance and talk/hear/listen (connect with others). The employee is frequently required to sit, stand, stoop, kneel, and crouch. The employee must be able to frequently push/pull/lift/carry up to 25 pounds.

Apply today

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 *. 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.

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