Thermo Fisher Scientific Sr. Administrative Assistant - South San Francisco in South San Francisco, California

Job Description

Sr. Administrative Assistant – South San Francisco office

When you’re part of the team at Thermo Fisher Scientific, you’ll do important work, like helping customers in finding cures for cancer, protecting the environment or making sure our food is safe. Your work will have real-world impact, and you’ll be supported in achieving your career goals.

Come join our dynamic team in South San Francisco as a Sr. Administrative Assistant. You will Manage day-to-day business activities and provide high level support managing the Executives’ calendars, handling confidential information with discretion, prioritizing and handling external and internal correspondence and communications, handling travel arrangements, planning and coordinating meetings, and handling special projects, events and reports.

What will you do?

  • Maintain Outlook calendar and recurring meetings; prioritizing appropriately and using good judgment in offering solutions to complex scheduling and meeting planning as needed.

  • Prepare, review, and prioritize responses to communications

  • Draft communications from Executive to internal/external recipients including letters, email communications and memoranda

  • Act as “gatekeeper” of the Executives’ calendars including prioritizing calls and meetings

  • Plan and manage complex travel arrangements

  • Plan and organize meetings, both internal and external including securing meeting locations, dealing directly with vendors for food or supplies, negotiation of contracts or agreements regarding meetings, preparing agendas for meetings

  • Manage suppliers and invoices

  • Interacts routinely with senior executives

  • Attends internal/external meetings and takes minutes, prepares reports

  • Responsible for creating and collecting relevant functional organization charts

  • 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

  • Provide other support as needed including answering phones, proofing, copying, expense reports/reconciliation, updating lists/databases, etc.

  • Provides general clerical support as necessary.

  • Other special tasks and duties as assigned or requested.

  • Get involved in the South San Francisco site, Green Team, ERG - Employee Resource Groups etc

How will you get here?

Experience/Education:

  • A minimum of 5 years of administration experience, preferably in a corporate environment.

  • High school diploma, GED, secretarial/business school certificate, Associates Degree / BA preferred

  • Strong analytical and problem solving skills, proactive approach to the job

  • Excellent written and oral communication skills

  • Ability to work with minimal direct supervision

  • Strong attention to detail

  • Ability to work under deadlines and manage multiple tasks

  • Strong executive presence and excellent professional judgment

  • Proficient in Microsoft Excel, PowerPoint, Word and Outlook

  • College degree, or equivalent experience, desired

Knowledge, Skills, Abilities:

  • Consistently demonstrates a positive, ‘can do’ and service-oriented attitude.

  • Strong oral and written communicator; detail-oriented with a commitment to accuracy.

  • Self-motivated, with initiative and the ability to take ownership of, and follow through with, specific tasks.

  • Ability to multi task and shift priorities quickly while working under tight/changing/challenging deadlines.

  • Must have excellent customer-service orientation, high degree of professionalism, diplomacy and ability to work with limited direction; strong team player.

  • Skilled in developing collaborative internal and external relationships.

  • Demonstrate proficiency in MS Office (Outlook, Word, Excel, PowerPoint) Visio, Concur, Workday.

  • Ability to effectively communicate, collaborate and deliver an excellent work product.

  • Comfortably interacting with C-level leaders.

At Thermo Fisher Scientific, each one of our 70,000 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.

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.