Executive Administrative Assistant

6 days ago

Hillsboro, United States Thermo Fisher Scientific Full time
Job Summary

The Senior Administrative Assistant will provide high-level administrative support to three senior executives within the Materials & Structural Analysis Division of Thermo Fisher Scientific. This role will be responsible for coordinating meetings, projects, and executive initiatives, as well as providing administrative support to the executive team.

Key Responsibilities
  • Calendar Management: Maintain and coordinate multiple executive calendars, including recurring meetings, prioritizing appropriately and using good judgment in offering solutions to complex scheduling and meeting planning as needed.
  • Administrative Support: Function as the primary interface for the designated executives and the MSD leadership team as necessary to ensure smooth workflows. Interface professionally with other key leaders, customers, and colleagues.
  • Communication: Proactively coordinate communication (emails, phone calls, necessary follow-up); screen telephone or email inquiries, communicate messages, redirect calls and respond to urgent inquiries from the corporate office, global site offices, and internal/external partners over multiple time zones.
  • Travel Coordination: 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.
  • Meeting Coordination: Schedule and coordinate complex meetings. This includes but is not limited to, attendee communications, venue location management/site coordination, audio/video set-up and management as needed, catering and program material preparation.
  • Information Management: Serve as an information source and respected advisor on departmental and organizational policies and procedures.
  • Project Management: Track and drive completion of key results, proactively following up on outstanding items as needed. Track and facilitate contract renewals of executive memberships, external commitments, and approvals needed in a timely manner.
  • Confidentiality: Uphold the strictest confidentiality on information gleamed as part of responsibilities. Handle highly confidential information and documents with discretion and confidentiality.
Requirements
  • Experience: 5+ years of administrative or equivalent experience preferably in a fast-paced environment.
  • Confidentiality: Consistent track record of handling confidential information with the ability to exercise discretion and show good judgment.
  • Problem-Solving: Demonstrated experience in working to independently identify, analyze, and solve problems with creative and successful solutions.
  • Technical Skills: Demonstrated expertise in Microsoft Office products, including Word, Excel, PowerPoint, Outlook and willingness and ability to learn company-specific software or system tools.
  • Communication: Exceptional written and verbal communication skills.
  • Adaptability: Confirmed ability to interact successfully with varying levels in and outside the organization in a demeanor that is representative of the leadership team.
  • Education: High school diploma required. Associates degree or equivalent preferred.

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