Sr. Administrative Assistant

Work Schedule

Environmental Conditions

Job Description

The Senior Administrative Assistant position will support the Vice President and General Manager and the Director of Operations of the Ion Chromatography and Sample Preparation (IC/SP) Business Unit within the Chromatography and Mass Spec 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.

Primary Responsibilities:

• Maintain and manage the Vice President & General Manager and Director of Operations 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. Proactively following up on, tracking and driving completion of key deliverables on the behalf of the VP/GM, the leadership team and other partners to make sure the team is making timely progress towards deliverables.
• Function as the primary interface for the designated executive to ensure smooth workflows.  Interface professionally with other key leaders, customers, and colleagues.
• 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 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.  The Executive Assistant in this role should expect and be prepared to provide support specific to any emergent business priorities.
• 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, corporate site visits, etc.
• Serve as an information source and respected advisor on departmental and organizational policies and procedures.
• 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.

In this role as the support to the VP/GM and Director of Operations many site responsibilities are included.  Examples of these tasks are:

- Office supply ordering

- Managing copy machines  across the campus

- Managing the weekly lunch program (RELISH by ezCater)

- Serving as the chairperson for the campus events committee

- On boarding new executive team members

- Sending out campus wide communications on behalf of management

- Owning and managing distributions lists

- Owning and managing the executive conference rooms and training room

- Creating and submitting purchase orders / tracking spend

Secondary Responsibilities:

• Support the IC/SP leadership team as necessary to ensure smooth workflows.
• Proactively manage communication (emails, phone calls, necessary follow-up); communicate messages, redirect calls and respond to urgent inquiries from the corporate office, global site offices, and internal/external partners over multiple time zones.
• Complete projects, special assignments, other tasks and duties as assigned.

Minimum Requirements:

Education: High school diploma required.  Associates degree or equivalent preferred

Experience: 5+ years of administrative or equivalent, experience preferably in a fast-paced environment.

Knowledge, Skills, and Abilities

• 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, TEAMs 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.
• Comfort and ability to thrive in environments that may present multiple and simultaneous demands for attention; ability to prioritize effectively in these situations in a global organization.
• Ability to work to deadlines or address priorities even if after work hours (as needed)

Compensation and Benefits

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

For more information on our benefits, please visit: https://jobs.thermofisher.com/global/en/total-rewards