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Executive Assistant to VP HR and VP Finance

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Thermo Fisher Scientific

1mo ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Waltham

AI generated summary

  • You need 5+ years as an executive assistant, excellent communication skills, problem-solving ability, international travel management, and expertise in Microsoft Office, with Workday and Concur experience preferred.
  • You will manage schedules, coordinate meetings, arrange travel, prepare reports, handle expenses, maintain records, and support project completion while ensuring executive priorities are met.

Requirements

  • High school diploma or equivalent experience required
  • 5+ years of executive assistant experience in a professional office environment, large organization preferred, with 4+ years providing direct C-level support.
  • Demonstrated experience in working independently to identify, analyze, and solve problems with creative solutions.
  • Skilled and experienced in the art of organization and time management to balance multiple priorities with competing deadlines.
  • Excellent written and verbal communication skills. Infallible proofreading and spelling.
  • Excellent judgment, tact, and diplomacy skills in handling internal and external customers, as well as managing highly confidential and proprietary information.
  • Flexible and adaptable, with the ability to respond to last-minute changes while maintaining poise and a positive “can do” attitude.
  • Extensive international travel management with VISA administration experience.
  • Expert level skills in all Microsoft office suite products, including PowerPoint, Excel, Outlook, Visio.
  • Experience with Workday preferred.
  • Experience with Concur.

Responsibilities

  • Guarantee the Executives' punctuality by meticulously scheduling meetings and coordinating intricate global, multi-city travel arrangements.
  • Develop an understanding of business priorities and goals for the function; use knowledge and understanding in prioritizing meeting requests.
  • Schedule and coordinate executive meetings, bringing together geographically dispersed teams, managing logistics, and detailing follow-up activities.
  • Collaborate and build relationships to get results in a global-matrixed organization experiencing change and transformation.
  • Complete projects and special assignments by establishing objectives, identifying priorities, managing time, gaining cooperation of others, monitoring progress, and problem-solving.
  • Use the full suite of Microsoft office products to prepare high-quality correspondence, reports, and presentations.
  • Handle expense reporting, process vendor invoices, and support the annual budget process.
  • Personally, takes care of many matters and questions, including answering substantive questions requiring technical knowledge, but can often require research and follow up.
  • Attends meetings and prepares minutes.
  • Demonstrates both the flexibility and adaptability required to meet the dynamic nature of the business.
  • Maintains confidential files and records.
  • Coordinate with other Executive Assistants and Administrative Staff to cover the area that is unavailable due to illness, vacation, or other special circumstances.
  • Occasional travel coordination support after hours and on weekends.

FAQs

What is the work schedule for this position?

The work schedule is standard, Monday through Friday.

Where is this job located?

This job is located in Waltham, Massachusetts, US.

What are the key responsibilities of the Executive Assistant?

The key responsibilities include scheduling meetings, coordinating travel arrangements, managing logistics for executive meetings, completing projects, handling expense reporting, and maintaining confidential files.

What qualifications are required for this position?

A high school diploma or equivalent experience is required, along with 5+ years of executive assistant experience, preferably in a large organization, and at least 4 years providing direct C-level support.

Is experience with specific software required?

Yes, expert-level skills in Microsoft Office Suite products, including PowerPoint, Excel, Outlook, and Visio are required, along with experience with Workday and Concur preferred.

Will the Executive Assistant need to manage international travel?

Yes, extensive international travel management and visa administration experience are required.

What kind of skills are emphasized for potential candidates?

Candidates should possess excellent organizational and time management skills, strong written and verbal communication skills, and the ability to handle confidential information with tact and diplomacy.

Is there any flexibility required in this role?

Yes, the role requires flexibility and adaptability to respond to last-minute changes while maintaining a positive attitude.

Are there any travel support expectations for this position?

Yes, there may be occasional travel coordination support required after hours and on weekends.

Does Thermo Fisher Scientific have a commitment to diversity and inclusion?

Yes, 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.

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Thermo Fisher Scientific

The World Leader In Serving Science

Science & Healthcare
Industry
10,001+
Employees

Mission & Purpose

Thermo Fisher Scientific Inc. is the world leader in serving science, with annual revenue of approximately $40 billion. Our Mission is to enable our customers to make the world healthier, cleaner and safer. Whether our customers are accelerating life sciences research, solving complex analytical challenges, increasing productivity in their laboratories, improving patient health through diagnostics or the development and manufacture of life-changing therapies, we are here to support them. Our global team delivers an unrivaled combination of innovative technologies, purchasing convenience and pharmaceutical services through our industry-leading brands, including Thermo Scientific, Applied Biosystems, Invitrogen, Fisher Scientific, Unity Lab Services, Patheon and PPD.