Executive Assistant - Sales & Finance

Thermo Fisher Scientific • Waltham, MA

7d • $47 - $52 • Onsite

About The Position

As part of the Thermo Fisher Scientific team, you’ll discover meaningful work that makes a positive impact on a global scale. Join our colleagues in bringing our Mission to life every single day to enable our customers to make the world healthier, cleaner and safer. We provide our global teams with the resources needed to achieve individual career goals while helping to take science a step beyond by developing solutions for some of the world’s toughest challenges, like protecting the environment, making sure our food is safe or helping find cures for cancer. Location: On-site in Waltham, MA.. Relocation assistance is NOT provided. Must be legally authorized to work in the United States without sponsorship. Must be able to pass a comprehensive background check, which includes a drug screening. Our Chromatography and Mass Spectrometry team develops and manufactures cutting-edge instruments, consumables, and software solutions for analytical sciences and scientific research. Our comprehensive workflow solutions supercharge productivity and efficiency in food and beverage testing, environmental and industrial testing, biopharma QA/QC, toxicology, and anti-doping. Our products are pivotal in scientific research, supporting multiomics, drug discovery, and clinical research, driving advancements in these vital fields. We are seeking a highly skilled and adaptable Executive Assistant to support the Vice President, Sales, Americas, CMD & the Vice President, Finance and Controller. The successful candidate will provide high-level administrative support to executive leadership, coordinating team meetings, special projects, and key initiatives. In this role, you'll serve as a key liaison between executives and stakeholders while managing complex administrative functions that enable our leaders to focus on strategic objectives. The ideal candidate is self-motivated, highly organized, and thrives in a dynamic environment with a strong ability to build professional relationships. You will be required to quickly grasp business structures and leadership styles, demonstrate sound judgment, discretion, and have the highest ethical standards when handling confidential information.

Requirements

• High school diploma required. Associate’s degree in Secretarial Science, Business, or related field preferred.
• 8+ years of administrative experience, preferably in a fast-paced environment supporting senior executives.
• Shown to be trusted to handle confidential and sensitive information with the ability to exercise discretion and show good judgment.
• Demonstrated experience in working independently and within a team to identify, analyze, and solve problems with creative and successful solutions. Proactive in identifying issues and solutions.
• Previous success at building strong organizational relationships and fostering teamwork. Positive “can-do” attitude and the ability to work within a team environment
• Exceptional written and verbal communication skills. Professional, authentic, approachable, and diplomatic in nature.
• Proven capacity to engage effectively with diverse levels within and outside the organization in a manner reflective of senior management.
• Demonstrated expertise in Microsoft Office products, including Word, Excel, PowerPoint, Outlook and Teams. Willingness and ability to learn company-specific software or system tools.
• Fluency and comfort in making presentations, and in delivering 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.
• Accuracy is required in performing all functions of this position.
• Ability to work to deadlines or address priorities even if after work hours (as needed).

Responsibilities

• Function as the primary interface for the Vice President, Sales, Americas, CMD & the Vice President, Finance and Controller. May also provide support to other members of the leadership team as needed.
• Interface professionally with other key leaders, customers, and employees.
• Lead and maintain multiple executive calendars, including recurring meetings, prioritizing appropriately and using good judgment in offering solutions to complex scheduling and meeting planning as needed.
• 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 group and division level leadership, corporate office, global sites, and internal/external customers over multiple time zones.
• 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 in a timely manner for the executives. Provide exceptional attention to detail.
• 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 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 vital, including paper, electronic and other platforms as needed.
• Track and drive completion of key deliverables, proactively following up on outstanding items as needed.
• Provide innovative, creative and time-tested methods and procedures for fostering continuing improvement to practices or processes.
• Uphold the strictest confidentiality on information gleamed as part of responsibilities. Handle highly confidential information and documents with discretion and confidentiality.
• Collaborate and get results in a complex global organization during times of change, evolution, and transformation.
• 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.
• Complete projects, special assignments, other tasks and duties as assigned.

Benefits

• A choice of national medical and dental plans, and a national vision plan, including health incentive programs
• Employee assistance and family support programs, including commuter benefits and tuition reimbursement
• At least 120 hours paid time off (PTO), 10 paid holidays annually, paid parental leave (3 weeks for bonding and 8 weeks for caregiver leave), accident and life insurance, and short- and long-term disability in accordance with company policy
• Retirement and savings programs, such as our competitive 401(k) U.S. retirement savings plan
• Employees’ Stock Purchase Plan (ESPP) offers eligible colleagues the opportunity to purchase company stock at a discount

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED