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Sr. Administrative Assistant

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Thermo Fisher Scientific

8d ago

  • Job
    Full-time
    Senior Level
  • Consulting
    People, HR & Administration
  • Hillsboro

AI generated summary

  • You must have 5+ years of administrative experience, strong MS Office skills, problem-solving abilities, exceptional communication, and the capacity to manage multiple priorities effectively.
  • You will manage executives' calendars, coordinate complex travel, facilitate meetings, handle communications, ensure confidentiality, and support the administrative team with various tasks.

Requirements

  • 5+ years of administrative or equivalent experience preferably in a fast-paced environment.
  • Consistent track record of handling confidential 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 collaboration.
  • Exceptional written and verbal communication skills.
  • Confirmed 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 using 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 deliver on commitments or address priorities even if after work hours (as needed).
  • High school diploma required. Associates degree or equivalent preferred.
  • Executive administration experience preferred.
  • Experience within Thermo Fisher Scientific.

Responsibilities

  • 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. Help the leader remain proactive in coordinating 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 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.
  • 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 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.
  • 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 lively 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.

FAQs

What is the work schedule for the Sr. Administrative Assistant position?

The work schedule is first shift (days).

In what type of environment will the Sr. Administrative Assistant be working?

The position will be in an office environment.

Who will the Sr. Administrative Assistant be supporting?

The Sr. Administrative Assistant will support three senior level executives within the Materials & Structural Analysis Division of Thermo Fisher Scientific.

What are the key responsibilities of the Sr. Administrative Assistant?

Responsibilities include maintaining multiple executive calendars, coordinating communication, enabling global travel activities, scheduling complex meetings, and handling confidential information, among others.

What is the minimum experience required for this position?

A minimum of 5+ years of administrative or equivalent experience is required, preferably in a fast-paced environment.

Is experience with Microsoft Office necessary for this role?

Yes, demonstrated expertise in Microsoft Office products, including Word, Excel, PowerPoint, and Outlook, is required.

What skills are important for the Sr. Administrative Assistant position?

Important skills include exceptional written and verbal communication, problem-solving, ability to prioritize in high-demand situations, and adaptability in working with diverse teams.

What type of educational background is preferred for this role?

A high school diploma is required, and an associate's degree or equivalent is preferred.

Are there any preferred qualifications for candidates applying for this position?

Yes, preferred qualifications include executive administration experience and experience within Thermo Fisher Scientific.

Will the Sr. Administrative Assistant need to handle confidential information?

Yes, the role involves handling highly confidential information and documents with discretion and confidentiality.

Is there a need to travel for this position?

While the position primarily involves administrative support, enabling complex global travel activities for the executives is part of the responsibilities.

Is previous experience in a global environment beneficial for this role?

Yes, previous experience in building strong organizational relationships in a global environment is beneficial.

Will the selected candidate need to work outside typical business hours?

Yes, the ability to deliver on commitments or address priorities even if after work hours may be required.

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.