Executive Assistant - Waltham, United States - Thermo Fisher Scientific

Thermo Fisher Scientific

Verified Company

Waltham, United States

1 week ago

Posted by:

Mark Lane

beBee recruiter

Description

Responsibilities:

Maintain executive calendars, including recurring meetings, prioritizing appropriately and using good judgment in offering solutions to sophisticated scheduling and meeting planning as needed
Generate and compose confidential, routine and nonroutine documents, including legal contracts
Coordinate sophisticated and multileg travel (accommodations, local transportation, and passport/visa requirements). Proactively anticipate potential travel issues and handle accordingly
Process and track expenses and supervise costs in a timely manner for the executives
Process invoice payments as needed from providers, coordinating with Treasury centers and Business services centers
Schedule and coordinate meetings. This includes but is not limited to, attendee communications, venue management/coordination, audio/video setup and management as needed, catering and program material preparation
Provide overall data management. Solicit needed data from multiple sources, organize and compile in formats to facilitate analysis and presentation. Establish, update and maintain files, inventories, records, etc. as vital, including paper, electronic and other platforms as needed
Track and drive completion of key deliverables, proactively following up on outstanding items as needed
Handle highly confidential information and documents with discretion and confidentiality
Demonstrate an adaptive and flexible work style shown to be effective working across multifaceted types of clients, senior level leaders and frontline team members that are geographically dispersed
Strong problemsolving skills and reasoning to independently tackle project challenges

Experience:

Bachelor's degree in Business Administration required
5+ years of administrative related experience
2+ years of experience in tax/treasury and legal supports
Expert knowledge of MS Word, Excel, Outlook, PowerPoint, and Concur (Workday or other HRIS experience preferred)
Proven experience handling confidential and sensitive information with the ability to exercise discretion and show good judgment
Travelled extensively, enabling anticipation of team member needs

Knowledge, Skills and Abilities:

Professional demeanor and presence at all times with an ability to maintain composure and handle stress to meet commitments
Attention to accuracy and detail in all aspects of responsibilities
Excellent interpersonal skills and written and verbal communication skills
Ability to prioritize and balance requirements from leaders
Consistently demonstrates a positive, 'can do' attitude
Resolves daytoday administrative problems with limited supervision
Demonstrates an understanding of basic mathematics and financial management, budgets administration, understanding of the systems applied
Flexibility to occasionally provide support after working hours if needed/approved