Executive Assistant (Waltham, MA)

Work Schedule

Environmental Conditions

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 exempt Band 5 in-office position in Waltham, MA and requires 4 days/week onsite and 1 work from home day.  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.

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 school diploma required. Associate degree or equivalent preferred
• Ability to work to deadlines or address priorities even if after work hours (as needed)
• Strong organizational skills with the ability to multi-task.
• Excellent time management skills and the ability to prioritize work.
• Attention to detail and problem-solving skills.
• Strong organizational and planning skills in a demanding environment.
• Proven ability to manage 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.
• Previous success at building strong organizational relationships in a global environment and in fostering teamwork.
• Exceptional English 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.
• Fluency in creating presentations, and in executing within Excel, i.e., can manipulate pivot tables, create formulas, etc.
• Ability to thrive in environments that may present multiple and simultaneous demands for attention; ability to prioritize effectively in these situations in global organization.

At Thermo Fisher Scientific, we are committed to fostering a healthy and harmonious workplace for our employees. We understand the importance of creating an environment that allows individuals to excel. Please see below for the required qualifications for this position, which also includes the possibility of equivalent experience:

• Able to communicate, receive, and understand information and ideas with diverse groups of people in a comprehensible and reasonable manner.
• Able to work upright and stationary for typical working hours. 
• Ability to use and learn standard office equipment and technology with proficiency.
• Able to perform successfully under pressure while prioritizing and handling multiple projects or activities. 
• May require as-needed travel (0-20%). 

The annual salary range estimated for this position in Massachusetts is $80,000- $110,000 USD. 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

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

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