Job Information
ThermoFisher Scientific Sr Administrative Assistant (NE) in San Jose, California
Job Description
Thermo Fisher Scientific is seeking an Sr. Administrative Assistant (NE). The ideal candidate will be a resourceful, confident, detail-oriented administrative professional who can demonstrate initiative, flexibility, collaboration, business acumen, and excellent judgment. We are looking for someone who can anticipate and resolve issues, has excellent customer service skills, and the ability to interact with a diverse group of internal and external customers at all levels of the organization.
Qualified candidates will be highly motivated, intelligent, and driven. While we expect a high level of accuracy, integrity, and involvement, we also welcome lightheartedness, with a good sense of humor, and a fun spirit!
Looking for an executive assistant and project coordinator for the Chromatography and Mass Spectrometry R&D organization. This person will support the Division and BU R&D leadership.
Responsibilities
Administrative Duties:
Work effectively with management at various levels and provide administrative support.
Oversee schedules of assigned executives, set critical meetings, establish agendas, arranging meetings, handle meeting logistics, travel arrangements, and follow up with attendees.
Coordinate business meeting, in- house conferences, create agendas and help manage conference rooms for site.
Coordinating meetings and events: responsible for planning and coordinating meetings, conferences, and events. This may involve arranging venues, coordinating logistics, preparing agendas, and taking minutes during meetings.
Arrange domestic/international travel; populate calendar with itinerary.
Handling confidential information: This includes taking care of critical and confidential information. Exercise discretion and maintain confidentiality at all times is critical.
Assist in the creation and/or editing of presentation materials including on site event flyers, site-wide communications, etc
Proofread and correct spelling, grammatical, and layout errors in presentations created by others.
Collaborating closely with internal and external partners, act as a liaison between the executive leaders and the department to facilitate communication and ensure the smooth flow of information – including contract management and payments.
Program Coordination : Responsible for supporting organization for third party contracts (licensing of development tools, etc.), driving CAPEX purchase process, ensuring vendors information flow (contracts, payments, outputs) is organized and records maintained.
Maintain confidentiality around sensitive matters.
Maintaining records, files, and documents, both in physical and electronic formats. This may include crafting and updating spreadsheets, databases, and other administrative systems.
Providing administrative support: This includes tasks such as drafting and proofreading correspondence, handling expenses and budgets, processing invoices, and maintaining office supplies.
Prepare expense reports, obtain receipts as needed, and reconcile all credit card charges.
Assist with coordinating and executing volunteer activities, employee recognition programs, and plan occasional company events.
Work independently and together within a team on special non-recurring and ongoing projects.
Positively represent the site and management in all communication.
Perform other duties as assigned.
Qualifications:
Associates degree, Bachelor’s degree preferred
Minimum of 3+ years of prior administrative office experience
Or any similar combination of education and experience
Highly proficient with Microsoft Office Suite (Outlook, Word, PowerPoint, SharePoint & Excel)
Proven record of providing outstanding internal and external customer service
Excellent phone and organizational skills
Excellent verbal and written communication skills
Excellent interpersonal skills and problem solving ability
Ability to set priorities, meet deadlines, and multitask
Ability to handle sensitive information with discretion
Ability to learn different software applications with ease
Ability to speak clearly so others can understand you
Ability to read and understand information and ideas presented orally and in writing
Ability to communicate information and ideas in writing and orally so other will understand
Strong writing, editing, and proofreading skills
Excellent attendance and punctualityThermo 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.
Our Mission is to enable our customers to make the world healthier, cleaner and safer. Watch as our colleagues explain 5 reasons to work with us (https://jobs.thermofisher.com/global/en/5-reasons-to-work-at-thermo-fisher-scientific) . As one team of 100,000+ colleagues, we share a common set of values - Integrity, Intensity, Innovation and Involvement - working together to accelerate research, solve complex scientific challenges, drive technological innovation and support patients in need. #StartYourStory at Thermo Fisher Scientific, where diverse experiences, backgrounds and perspectives are valued.
Benefits:
We offer competitive remuneration, annual incentive plan bonus scheme, healthcare, company pension/retirement, and a range of employee benefits! Thermo Fisher Scientific offers employment with an innovative, forward-thinking organization, and outstanding career and development prospects. We offer an exciting company culture that stands for integrity, intensity, involvement, and innovation.
Thermo Fisher Scientific is an EEO/Affirmative Action Employer and does not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other legally protected status. We will ensure that individuals with disabilities are provided a reasonable accommodation to participate in the job application or interview process, to perform critical job functions, and to receive other benefits and privileges of employment. Please contact us to request an accommodation.
Compensation and Benefits
The hourly pay range estimated for this position based in California is $27.91–$41.86.
This position may also be eligible to receive a variable annual bonus based on company, team, and/or individual performance results in accordance with company policy. We offer a comprehensive Total Rewards package that our U.S. colleagues and their families can count on, which includes:
A choice of national medical and dental plans, and a national vision plan, including health incentive programs
Employee assistance and family support programs, including commuter benefits and tuition reimbursement
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, and short- and long-term disability in accordance with company policy
Retirement and savings programs, such as our competitive 401(k) U.S. retirement savings plan
Employees’ Stock Purchase Plan (ESPP) offers eligible colleagues the opportunity to purchase company stock at a discount
For more information on our benefits, please visit: https://jobs.thermofisher.com/global/en/total-rewards
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.