Executive Assistant

3 weeks ago

Waltham, United States Thermo Fisher Scientific Full time

**Responsibilities**:

- Maintain executive calendars, including recurring meetings, prioritizing appropriately and using good judgment in offering solutions to complex scheduling and meeting planning as needed
- Generate and compose confidential, routine and non-routine documents, including legal contracts
- Coordinate complex and multi-leg travel (accommodations, local transportation, and passport/visa requirements). Proactively anticipate potential travel issues and handle accordingly
- Process and track expenses and monitor costs in a timely manner for the executives
- Process invoice payments as needed from providers, coordinating with Treasury centers and Business services centers
- Schedule and coordinate meetings. This includes but is not limited to, attendee communications, venue management/coordination, audio/video set-up and management as needed, catering and program material preparation
- Provide overall data management. Solicit needed data from multiple sources, organize and compile in formats to facilitate analysis and presentation. Establish, update and maintain files, inventories, records, etc., as necessary, including paper, electronic and other platforms as needed
- Track and drive completion of key deliverables, proactively following up on outstanding items as needed
- Handle highly confidential information and documents with discretion and confidentiality
- 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
- Strong problem-solving skills and reasoning to independently solve project challenges

**Experience**:

- Bachelor’s degree in Business Administration
- 5+ years’ administrative related experience
- Expert knowledge of MS Word, Excel, Outlook, PowerPoint, and Concur (Workday or other HRIS experience preferred)
- Proven experience handling confidential and sensitive information with the ability to exercise discretion and show good judgment
- Travelled extensively, enabling anticipation of team member needs

**Knowledge, Skills and Abilities**:

- Professional demeanor and presence at all times with an ability to maintain composure and handle stress to meet commitments
- Attention to accuracy and detail in all aspects of responsibilities
- Excellent organizational skills and written and verbal communication skills
- Ability to prioritize and balance requirements from leaders
- Consistently demonstrates a positive, ‘can do’ attitude
- Resolves day-to-day administrative problems with limited supervision
- Demonstrates an understanding of basic mathematics and financial management, budgets administration, understanding of the systems applied
- Flexibility to occasionally provide support after working hours if needed/approved

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