Job Description

The Executive Assistant position will support two to three senior level executives within the Materials & Structural Analysis Division of Thermo Fisher Scientific. The successful candidate will provide a variety of strong administrative support functions and will be involved in, and help coordinate team meetings, special projects and executive initiatives. They will be resourceful, passionate about making others more efficient, have excellent organizational skills and the ability to be agile.

Responsibilities:

* Maintain and manage multiple executive calendars, including recurring meetings, prioritizing appropriately and using good judgment in offering solutions to complex scheduling and meeting planning as needed. Help the leader remain proactive in managing times and priorities.
* 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.
* Proactively manage 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 stakeholders over multiple time zones.
* 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. Proactively anticipate potential travel issues and respond accordingly.
* Provide exceptional attention to detail in all efforts and outputs. Anticipate potential changes or shifts in priorities amidst simultaneous demands for attention.
* 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. Events could include annual leadership events or leadership off-site meetings, customer visits, town halls, team meetings, etc.
* Serve as an information source and respected advisor on departmental and organizational policies and procedures.
* Track and drive completion of key deliverables, 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.
* Uphold the strictest confidentiality on information gleamed as part of responsibilities. Handle highly confidential information and documents with discretion and confidentiality. Generate, compose and edit confidential, routine and non-routine documents. Proof-read documents and materials and correct as necessary and/or compose routine correspondence using predetermined formats.
* Provide innovative, creative and time-tested methods and procedures for fostering continuing improvement to practices or processes.
* Work effectively as a team member of the MSD 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 MSD executive team and colleagues.
* Complete projects, special assignments, other tasks and duties as assigned.

Minimum Requirements:

* 5+ years of administrative or equivalent,experience preferably in a fast-paced environment.
* Proven ability 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.
* Demonstrated expertise in Microsoft Office products, including Word, Excel, PowerPoint, Outlook and willingness and ability to learn company-specific software or system tools.
* Previous success at building strong organizational relationships in a global environment and in fostering teamwork.
* Exceptional written and verbal communication skills.
* Proven ability to interact successfully with varying levels in and outside the organization in a demeanor that is representative of the leadership team
* Demonstrate an adaptive and flexible work style shown to be effective working across varied types of clients, senior level leaders and front-line colleagues that are geographically dispersed.
* Fluency and comfort in creating presentations, and in executing within Excel, i.e., can manipulate pivot tables, create formulas, etc.
* Comfort and ability to thrive in environments that may present multiple and simultaneous demands for attention; ability to prioritize effectively in these situations in global organization.
* Ability to work to deadlines or address priorities even if after work hours (as needed)
* High school diploma required. Associates degree or equivalent preferred