Executive Assistant (Waltham, MA)

Work Schedule

Standard (Mon-Fri)

Environmental Conditions

Office

Job Description

Thermo Fisher Scientific Inc. is the world leader in serving science, with annual revenue of more than $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.

We are excited to announce an outstanding opportunity at our Waltham MA location for an Executive Assistant to support our VP/General Manager within our PPD Clinical Research group. We are seeking a dynamic and highly skilled professional who will play a critical role in providing exceptional administrative support functions. 

The ideal candidate will be deeply involved in coordinating team meetings, managing special projects, and driving executive initiatives. This role demands a resourceful individual who is passionate about enhancing efficiency, possesses strong organizational skills, and demonstrates remarkable agility in a demanding environment. If you thrive in a challenging yet rewarding setting and are eager to contribute to the success of our executive team, we encourage you to apply.

This is an office-based role in our corporate headquarters in Waltham MA.

Primary Responsibilities:

Executive Calendar Management:

• Maintain and manage executive calendars, including recurring meetings, prioritizing appropriately, and using good judgment in offering solutions to complex scheduling and meeting planning as needed.
• Help VP remain proactive in managing times and priorities.

Primary Interface:

• Function as the primary interface on behalf of the Senior Clinical Leadership team to ensure smooth workflows.
• Interface professionally with other key leaders, customers, and colleagues.

Global Travel Coordination:

• 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. Anticipate potential travel issues and respond accordingly.

Meeting Coordination:

• Schedule and coordinate complex meetings, including attendee communications, venue management, audio/video set-up, catering, and program material preparation.
• Events could include annual leadership events, leadership off-site meetings, customer visits, town halls, team meetings, etc.

Data Presentation:

• Collate and access data and information in Excel and can create high-quality PowerPoint presentations.

Policy Advisor:

• Serve as an information source and respected advisor on departmental and organizational policies and procedures.

Deliverable Tracking:

• Track and drive completion of key deliverables, proactively following up on outstanding items as needed.
• Track and facilitate external commitments and approvals needed in a timely manner.

Confidentiality:

• Uphold the strictest confidentiality on information gleaned as part of responsibilities.
• Manage highly confidential information and documents with discretion and confidentiality.

Communication Management:

• Proactively manage communication (emails, phone calls, follow-ups); screen telephone or email inquiries, communicate messages, redirect calls, and respond to urgent inquiries from the corporate office, global site offices, and internal/external stakeholders over multiple time zones.

Attention to Detail:

• Provide exceptional attention to detail in all efforts and outputs. Anticipate potential changes or shifts in priorities amidst simultaneous demands for attention.

Qualifications:

• 8+ years’ experience working with senior-level executives within and outside the company, customers, vendors, visitors, etc. 
• Demonstrated expertise in Microsoft Office products, including Word, Excel, PowerPoint, Outlook and willingness and ability to learn company-specific software or system tools.
• High schoo