Thermo Fisher Scientific Executive Assistant in Carlsbad, California
You will coordinate and manage the administrative support required for two senior executive leaders in Legal and Strategy & Business Development in our Life Sciences Solutions Group (LSG). You'll keep it all together using your analytical ability to gather and summarize data, make decisions, and find answers. Of course you'll be privy to sensitive/confidential information so you'll need to use your high-level of discretion at all times. The day-to-day work involves using Microsoft Office products and other software to prepare all types of correspondence including memorandums, agendas, reports, presentations, organizational charts, etc; you'll also compose, proofread and format/edit documents into beautiful, professional works of art. Last but not least, you'll develop a great working relationship with all levels of employees to promote a great team atmosphere, partnership, and to back each other up.
Other key areas you'll contribute:
Act as “gatekeeper” of the Executives’ calendars including prioritizing calls and meetings
Schedule and coordinate complex executive meetings. This includes setting up phone/web access, calendaring, anticipating changes, and managing/rescheduling priorities.
Prepare meeting logistics, coordinate preparation and distribution of materials, and manage/monitor follow up task list for large scale, complex cross-division, cross-business meetings.
Develop and/or facilitate meeting agendas for regular department staff meetings, including coordination of presentation materials and guest attendees. Record notes and follow up on action items as needed. Publish relevant materials and notes on iConnect following meetings.
Coordinate all aspects of travel arrangements for both domestic and international business travel including booking flights, hotel and local transportation, providing agendas and itineraries, and arranging passport/visa requirements if necessary.
Prepare and reconcile time and expense reports and perform audits as necessary.
Proactively anticipate issues involving scheduling, coordination, and operating mechanisms that may come across these senior leaders’ desks and recommend solutions. Ensure potential conflicts are resolved in advance of meetings or deliverables and ensure executive leader(s) understand any changes and are reconfirm/re-contract schedules.
Interacts routinely with senior executives
Work with Executives and other staff on functional projects, events and special reports
Initiate and manage projects or special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress and problem-solving
Education: Associates Degree or combination of experience (5 or more years), BS/BA preferred
8+ years of executive assistant experience in a professional office environment, large organization supporting two or more leaders preferred
Strong experience in independently identifying, analyzing, and solving problems with creative and successful solutions
Skilled and experienced in organization and time management
Demonstrated success being keenly tuned in to customers, managers, peers, and others for strong teamwork and relationships.
Experienced in independently juggling multiple concurrent tasks and meeting deadlines
Solid analytical and problem solving skills
Demonstrated ability to partner with other administrative professionals in order to manage competing needs
Able to learn the executives’ primary business objectives, and through this understanding is able to anticipate administrative needs of the executives
Basic understanding of business principles
Knowledge, Skills, Abilities
Excellent written and oral communication skills
Easily and professionally interacts with varying levels in and outside the organization
Strong proficiency with Microsoft Office products including Word, Excel, PowerPoint, and Outlook, with willingness and ability to learn company-specific software tools.
Being accurate, detailed, and organized is a way of life.
Demonstrates solid judgment, tact, and diplomacy in dealing with internal and external customers as well the ability to handle highly confidential and proprietary information.
Self-motivated, takes initiative and pride in running a smooth office operation.
All of our employees share a common set of values - Integrity, Intensity, Innovation and Involvement. Our ability to grow year after year is driven by our ability to attract, develop and retain world-class people who will thrive in our environment and share in our desire to improve mankind by enabling our customers to make the world healthier, cleaner and safer.
At Thermo Fisher Scientific, each one of our 50,000 extraordinary minds has a unique story to tell. Join us and contribute to our singular mission—enabling our customers to make the world healthier, cleaner and safer. Apply today http://jobs.thermofisher.com
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.