Executive Assistant - Tax/Treasury & Legal Support
Thermo Fisher Scientific

Job Info

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Job Description

The Executive Assistant will provide administrative support for members of the leadership team, thereby performing a vitally important role. The candidate will provide a wide range of support functions and will be involved in and help coordinate team meetings, special projects and executive initiatives, and in doing so they will exercise discretion and judgment in matters significantly impacting the company. They will 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 integrity are required.

Responsibilities:

• Maintain executive calendars, including recurring meetings, prioritizing appropriately and using good judgment in offering solutions to sophisticated scheduling and meeting planning as needed
• Proactively handle communication (emails, phone calls, vital follow-up); screen telephone or email inquiries, communicate messages, redirect calls and respond to urgent inquiries from the group and division level leadership, corporate office, global sites, and internal/external stakeholders over varying time zones
• Generate and compose confidential, routine and non-routine documents, including legal contracts
• Coordinate sophisticated and multi-leg 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 set-up 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 front-line team members that are geographically dispersed
• Strong problem-solving 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 day-to-day 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

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