Executive Assistant Job at Thermo Fisher Scientific in Carlsbad

Overview

The Executive Assistant position will support the Vice President, Sales, Americas, CMD & the Vice President, Global Marketing, CMD. The successful candidate will provide a variety of standard administrative support functions and will be involved in and help coordinate team meetings, special projects and executive initiatives. They will be self-motivated, have excellent interpersonal skills and the ability to build professional relationships. The ability to maintain confidentiality and to operate in the role with the highest of ethical standards and professionalism are required.

Work Schedule

Standard (Mon-Fri)

Location

This position will be an on-site role based out of Carlsbad, CA (preference), Waltham, MA or Sunnyvale, CA.

Duties And Responsibilities

• Function as the primary interface for the Vice President, Sales, Americas, CMD & the Vice President, Global Marketing, CMD. 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 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.

Experience, Knowledge And Skills

• 10+ 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).

Compensation And Benefits

The hourly pay range estimated for this position based in California is $35.00-$47.00.

This Position May Also Be Eligible To Receive a Variable Annual Bonus Based On Company, Team, And/or Individual Performance Results In Accordance With Company Policy. We Offer a Comprehensive Total Rewards Package That Our U.S. Colleagues And Their Families Can Count On, Which Includes

• 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

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.