Thermo Fisher Scientific Executive Assistant, IT in Carlsbad, California

Job Description

Independently performs advanced administrative and confidential assignments. Exercises considerable discretion and independent judgment and can handle outside contacts with finesse and diplomacy. Plans, organizes and schedules work according to standard procedures. Requires extensive knowledge of company operations and organizational procedures. May require regular use of technical and business vocabulary. Will support 2 VPs and their team. Location is in Carlsbad CA

RESPONSIBILITIES:

  • Manages schedule, arranging appointments, meetings, conference calls, etc.

  • Make travel arrangements and manage expense submissions

  • Handles calls and greets key executive visitors.

  • Take Dictations and minutes and accurately enter data

  • Help proof reading and developing power point presentations as needed

  • Able to work off hours as needed to support executives

  • Gathers data and prepares reports and/or presentations. Data may come from internal and/or external sources. Contacts may be of sensitive, complex and confidential nature.

  • Organizes correspondence and email; responds to requests for information.

  • Coordinates activities between departments and outside parties.

  • Composes complex documents using Microsoft Office Suite (Word, Excel, Power point, Visio, documents, emails, text, etc.)

  • Conducts research to compile data relating to required department reports and special projects.

  • Makes recommendations on report formats and software requirements.

  • Responds to correspondence not requiring Executive’s attention.

  • Communicates department policies and procedures as directed by Executive.

  • Performs administrative duties such as handling telephone calls, letters and/or visitors, answering questions, and furnishing information, opening and distributing mail, settling expense accounts and maintaining office supply inventories and appointment calendars.

  • Coordinates off-site meetings and executive events.

  • May provide support to other members of senior management.

  • Performs other related duties and special projects as assigned.

QUALIFICATIONS AND OTHER REQUIREMENTS:

  • High School Diploma + 5 years of experience

  • Bachelor’s degree (Preferred)

  • Experience supporting high level executives

  • High level of professionalism

  • Experienced in multiple forms of written communications including business presentations, proposals, and memos

  • Instinctive ability to prioritize and quickly address core tasks

  • Demonstrated organizational skills for time critical deadlines and multi tasking

  • Handling confidential material, have strong follow-up skills

  • Ability and willingness to work in a fast-paced working environment

  • Ability to perform responsibilities with a high level of tact and integrity due to the frequency of senior level internal and external contacts.

  • Ability to adapt seamlessly and proactively within a fast-paced, fluid work environment.

If you are an individual with a disability who requires reasonable accommodation to complete any part of our application process, click here at https://jobs.thermofisher.com/page/show/eeo-affirmative-action-statement#accessibility for further assistance.

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.