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Thermo Fisher Scientific Executive Assistant in Waltham, Massachusetts

What You Will Be A Part Of:

The Executive Assistant position will support the VP, Deputy General Counsel and AIG General Counsel, the Sr. Legal Director, Corporate Accounts, the VP, Culture and Diversity and others as required. The successful candidate will be smart, driven and flexible individual who is comfortable operating in a role that is a hybrid between a traditional paralegal position and a legal assistant position. This individual will need to have exceptional organizational skills and be self-motivated, have excellent interpersonal skills and the ability to build professional relationships. The ability to maintain confidentiality and to operate in the role with the highest of ethical standards and professionalism are required.

What You Will Do:

  • Support the VP, Deputy General Counsel and AIG General Counsel, the Sr. Legal Director, Corporate Accounts, the VP, Culture and Diversity and their teams as necessary. Interface professionally with other key leaders, customers, and employees.

  • Assist with administration of strategic contract workflows and communications, including database management, approval processes and records retention.

  • Proactively organize and manage communications (emails, phone calls, necessary follow-up); screen telephone or email inquiries (as required), relay messages, redirect calls and respond to urgent inquiries from internal/external stakeholders over multiple time zones.

  • Maintain and manage multiple calendars, including identifying and calendaring important company events such leadership meetings, recurring meetings, prioritizing appropriately and using good judgment in offering solutions to complex scheduling tasks.

  • Prepare and coordinate complex global travel, including accommodations, local transportation, passport/visa requirements. Proactively and on time compile, submit, and track expenses. Proactively anticipate potential travel issues and respond accordingly.

  • Meeting planning for global audiences both live and virtual and organize/prepare meeting materials such as agendas, handouts, presentations, etc.

  • Provide overall project and data management support. 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 necessary, including paper, electronic and other platforms as needed.

  • Develop and modify new and existing PowerPoint presentations, correspondence and Excel spreadsheets

  • Serve as an information source and respected advisor on departmental and organizational policies and procedures as well as developments in IT tools and other resources.

  • Track and drive completion of key deliverables, proactively following up on outstanding items as needed

  • Generate, compose and edit confidential, routine and non-routine documents. Proof-read documents and materials and correct as necessary and/or compose routine correspondence.

  • Provide innovative, creative and time-tested methods and procedures for fostering continuing improvement to practices or processes.

  • Uphold the strictest confidentiality on information gleaned as part of responsibilities. Handle highly confidential information and documents with discretion and confidentiality.

  • Collaborate and drive results in a complex global organization during times of change, evolution, and transformation. Demonstrate an adaptive and flexible work style shown to be effective working across varied types of clients, senior level leaders and front-line team members that are geographically dispersed.

  • Complete projects, special assignments, other tasks and duties as assigned.

How You Will Get Here:

  • A minimum of eight (8) years of administrative experience, preferably in a fast-paced environment.

  • Proven to be trusted to handle confidential and sensitive information with the ability to exercise discretion and show good judgment.

  • Demonstrated experience in working independently to identify, analyze, and solve problems with creative and successful solutions. Proactive in identifying issues and solutions.

  • Previous success at building strong organizational relationships and fostering teamwork.

  • Ability to communicate professionally, clearly and concisely, written and verbal.

  • Demonstrated expertise in Microsoft Office products, including Sharepoint, Word, Excel, PowerPoint, Outlook, online meeting management tools such as Webex and MS Teams, and willingness and ability to learn company-specific software or system tools.

  • Experienced in independently managing multiple concurrent tasks, anticipating potential changes in and/or competing priorities to meet rigid deadlines, even if after working hours (as needed)

Exhibits excellent attention to detail in all efforts and outputs.

Thermo Fisher Scientific is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, creed, religion, color, national or ethnic origin, citizenship, sex, sexual orientation, gender identity and expression, genetic information, veteran status, age or disability status.

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