Sr. Executive Assistant (Raleigh NC)
Thermo Fisher Scientific

Job Description

At Thermo Fisher Scientific, you'll discover meaningful work that makes a positive impact on a global scale. Join our colleagues in bringing our Mission to life - enabling our customers to make the world healthier, cleaner and safer. We provide our teams with the resources needed to achieve individual career goals while taking science a step beyond through research, development and delivery of life-changing therapies.

With clinical trials conducted in 100+ countries and ongoing development of novel frameworks for clinical research through our PPD clinical research portfolio, our work spans laboratory, digital and decentralized clinical trial services. Your determination to deliver quality and accuracy will improve health outcomes that people and communities depend on - now and in the future.

We have an opening at our Morrisville, NC location for a Sr. Executive Assistant position to support the Chief HR Officer and one other HR VP. The successful candidate will provide a variety of strong administrative support functions and will be involved in, and help coordinate team meetings, special projects and executive initiatives. They will be resourceful, passionate about making others more efficient, have strong organizational skills and the ability to be agile.

Primary Responsibilities:

• Maintain and manage executive calendar, including recurring meetings, prioritizing appropriately and using good judgment in offering solutions to complex scheduling and meeting planning as needed. Help the leader remain proactive in managing times and priorities.
• Function as the primary interface on behalf of the designated executive to ensure smooth workflows. Interface professionally with other key leaders, customers, and colleagues.
• Collate and access data and information in Excel and have ability to create high quality PowerPoint presentations.
• Enable complex global travel activities; prepare and coordinate complex and multi-stop travel, including accommodations, local transportation, passport/visa requirements. Proactively compile, submit, and track expenses for the executives in a timely manner. Proactively anticipate potential travel issues and respond accordingly.
• Provide exceptional attention to detail in all efforts and outputs. Anticipate potential changes or shifts in priorities amidst simultaneous demands for attention.
• Schedule and coordinate complex meetings. This includes but is not limited to, attendee communications, venue location management/site coordination, audio/video set-up and management as needed, catering and program material preparation. Events could include annual leadership events or leadership off-site meetings, customer visits, town halls, team meetings, etc.
• Serve as an information source and respected advisor on departmental and organizational policies and procedures.
• Track and drive completion of key deliverables, proactively following up on outstanding items as needed. Track and facilitate external commitments and approvals needed in a timely manner.
• Uphold the strictest confidentiality on information gleamed as part of responsibilities. Handle highly confidential information and documents with discretion and confidentiality. Generate, compose and edit confidential, routine and non-routine documents. Proof-read documents and materials and correct as necessary and/or compose routine correspondence using predetermined formats.
• Proactively manage communication (emails, phone calls, necessary follow-up); screen telephone or email inquiries, communicate messages, redirect calls and respond to urgent inquiries from the corporate office, global site offices, and internal/external stakeholders over multiple time zones.

Education and Experience:

• 8+ years' experience working with senior-level executives within and outside the company, customers, vendors, visitors, etc.
• Proven ability to handle confidential and sensitive information with the ability to exercise discretion and show good judgment.
• Demonstrated experience in working to independently identify, analyze, and solve problems with creative and successful solutions.
• Demonstrated expertise in Microsoft Office products, including Word, Excel, PowerPoint, Outlook and willingness and ability to learn company-specific software or system tools.
• Previous success at building strong organizational relationships in a global environment and in fostering teamwork.
• Exceptional 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
• Demonstrate an adaptive and flexible work style shown to be effective working across varied types of clients, senior level leaders and front-line colleagues that are geographically dispersed.
• Fluency in creating presentations, and in executing within Excel, i.e., can manipulate pivot tables, create formulas, etc.
• Ability to thrive in environments that may present multiple and simultaneous demands for attention; ability to prioritize effectively in these situations in global organization.
• Ability to work to deadlines or address priorities even if after work hours (as needed)
• High school diploma required. Associate degree or equivalent preferred

PPD values the health and well-being of our employees. We support and encourage individuals to create a healthy and balanced environment where they can thrive. Below is listed the working environment/requirements for this role:

• Able to communicate, receive, and understand information and ideas with diverse groups of people in a comprehensible and reasonable manner.
• Able to work upright and stationary for typical working hours.
• Ability to use and learn standard office equipment and technology with proficiency.
• Able to perform successfully under pressure while prioritizing and handling multiple projects or activities.
• May require as-needed travel (0-20%).

We offer a comprehensive Total Rewards package that our US colleagues can count on, which generally includes:

• A choice of national medical and dental plans, and a national vision plan
• A wellness program, and valuable health incentive opportunities for company contributions to a Health Reimbursement Accounts (HRAs) or Health Savings Account (HSA)
• Tax-advantaged savings and spending accounts and commuter benefits
• Employee assistance program
• At least 120 hours paid time off (PTO), 10 paid holidays annually, paid parental leave (3 weeks for bonding and 8 weeks for caregiver leave), accident and life insurance, short- and long-term disability, and volunteer time off in accordance with company policy
• Retirement and savings programs, such as our competitive 401(k) U.S. retirement savings plan

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