Executive Assistant

Work Schedule

Environmental Conditions

At Thermo Fisher Scientific, we are motivated by our mission to empower our customers to enhance the world's health, cleanliness, and safety. We are a worldwide pioneer in supporting science, and our team members are connected by a common set of principles and a dedication to customer success. We are looking for a devoted and seasoned Executive Assistant to join our team and deliver outstanding administrative support to two Vice Presidents on our senior leadership team.

Location : Onsite in Portage, MI. 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.

Responsibilities :
Administrative Support and Organization :

• Offer outstanding administrative assistance to executives, such as smooth coordination of calendars, overseeing travel arrangements, and coordinating meetings and events.
• Manage and prioritize multiple tasks and deadlines, showcasing outstanding organizational skills.
• Schedule and coordinate complex meetings, including attendee communications, venue management, audio/video setup, catering, and program material preparation.
• Review and process expense reports accurately and in a timely manner.

Anticipate and Address Needs :

• Learn the leadership team’s primary business objectives and anticipate support needs, ensuring proactive and effective assistance.
• Assist in the preparation of presentations, reports, and other documents, maintaining a high standard of accuracy and attention to detail.
• Provide innovative, creative, and time-tested methods and procedures for encouraging continuous improvement to practices or processes.

Accountability :

• Complete projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, and problem-solving.
• Monitor and propel the achievement of essential outcomes, ensuring follow-up on pending tasks and aiding in internal and external obligations.
• Handle confidential and sensitive information with the utmost integrity and discretion.

Collaboration and Communication :

• Work effectively as a team member to collaborate with cross-functional teams to facilitate effective communication and information flow.
• Act as the main point of contact for internal and external individuals, showcasing excellent interpersonal and communication skills.
• Coordinate communication (emails, calls); filter inquiries, relay messages, and address urgent requests from corporate, global sites, and collaborators in various time zones.

Requirements :
Education :

• A high school diploma or equivalent experience is necessary. An Associate’s degree in information technology, business, or a related field is desirable.

Experience :

• 5+ years of administrative or similar experience in a dynamic setting. Preferably with recent achievements in assisting executives within a corporate setting. Demonstrated track record as an executive assistant or in a related administrative capacity.

Skills :

• Demonstrate an adaptive and flexible work style effective across senior-level leaders and front-line colleagues that are geographically dispersed.
• Demonstrated experience in independently identifying, analyzing, and solving problems with creative and successful solutions.
• Outstanding 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.
• Ability to maintain confidentiality and handle sensitive information with integrity and discretion.
• Strong organizational and time management skills, with the ability to balance multiple tasks simultaneously.
• Proficiency in crafting presentations and completing tasks within Excel, including manipulating pivot tables and crafting formulas. Demonstrated expertise in Microsoft Office products, including Word, Excel, PowerPoint, Outlook, and willingness and ability to learn company-specific software or system tools.