Executive Assistant – Instrument and Enterprise Services

ThermoFisher Scientific; Waltham (MA); On-site; USD 43,000 - 72,000; Full time

Benefits offered by this job

Healthcare

401(k)

Stock Purchase Plan (ESPP)

PTO 120 hours

Paid holidays

Parental leave

Disability insurance

Life insurance

Tuition reimbursement

Vision plan

Commuter benefits

Job summary

Thermo Fisher Scientific is seeking an Executive Assistant to support three Vice Presidents in the Instrument and Enterprise Services Division. The role requires managing complex calendars, international and domestic travel, and strategic meeting planning.

Based in an on-site setting in Pittsburgh, PA or Waltham, MA, this position demands discretion, proactive problem-solving, and the ability to work across a global matrixed organization to drive priorities forward.

Qualifications

• 5+ years of executive administrative experience or Bachelor's Degree plus 2 years supporting senior leadership
• Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word, Teams)
• Strong written and verbal communication with discretion and professionalism
• Experience managing calendars across multiple time zones
• Experience coordinating international travel and logistics
• Ability to work independently in a global, matrixed environment

Responsibilities

• Provide impeccable administrative support to executives, coordinating calendars, travel, meetings and events
• Review and process expense reports
• Prepare presentations, reports, and documents; create team organizational charts and manage budgets
• Manage calendars, travel, expenses, events and staff meeting setup for multiple managers
• Facilitate annual, quarterly and monthly meetings
• Handle confidential information with discretion and professionalism
• Collaborate with cross-functional teams to improve information flow
• Manage multiple tasks and deadlines with strong organizational skills
• Support special projects from initiation to completion

Skills

Calendar management

Travel coordination

Executive support

MS Office

Cross-functional collaboration

Time zone coordination

Discretion and confidentiality

Presentation preparation

Expense processing

Visa coordination

Education

High school diploma

Bachelor's degree

Business Administration background

Tools

Concur

Job description

Work Schedule

Standard (Mon-Fri)

Environmental Conditions

Office

Job Description

As part of the Thermo Fisher Scientific team, you’ll discover meaningful work that makes a positive impact on a global scale. Join our colleagues in bringing our Mission to life every single day to enable our customers to make the world healthier, cleaner and safer. We provide our global teams with the resources needed to achieve individual career goals while helping to take science a step beyond by developing solutions for some of the world’s toughest challenges, like protecting the environment, making sure our food is safe or helping find cures for cancer.

We are seeking a highly skilled and adaptable Executive Assistant to support . This role requires a proactive, resourceful individual capable of managing complex calendars, coordinating international and domestic travel, and planning strategic meetings and events. The ideal candidate will thrive in a dynamic environment and possess the organizational agility to navigate a steep learning curve—quickly grasping our business structure and leadership styles.

LOCATION

On-site in Pittsburgh, PA or Waltham, MA. Relocation assistance is NOT provided.

• Must be legally authorized to work in the United States without sponsorship.

• Must be able to pass a comprehensive background check, which includes a drug screening.

DESCRIPTION

As an Executive Assistant at Thermo Fisher Scientific, you'll support three (3) fast-paced, results-driven Vice Presidents in the Instrument and Enterprise Services Division in their mission to make the world healthier, cleaner and safer.

You’ll serve as a trusted partner to executives, managing complex calendars, coordinating travel, and ensuring seamless communication across the organization. Your exceptional organizational abilities, discretion, and proactive approach will be crucial in managing confidential information and handling multiple high-priority tasks.

You’ll collaborate with teams, coordinate meetings and events, and manage special projects to completion. This role requires someone who remains composed while delivering outstanding administrative support that enables executives to focus on strategic priorities

RESPONSIBILITIES

• Provide impeccable administrative support to our executives, ensuring seamless coordination of their calendars, managing travel arrangements, and organizing meetings and events.

• Review and process expense reports.

• Assist in the preparation of presentations, reports, and other documents, ensuring accuracy and attention to detail. Responsible for creating team organizational charts and managing team budget.

• Manages calendaring, travel, expenses, event planning and staff meeting set up for multiple managers.

• Responsible for facilitating annual, quarterly, and monthly meetings.

• Handle confidential and sensitive information with the utmost professionalism and discretion.

• Collaborate with cross-functional teams to facilitate effective communication and information flow.

• Manage and prioritize multiple tasks and deadlines, demonstrating exceptional organizational skills.

• Conduct research and compile data to support decision-making processes.

• Serve as a primary contact for both internal and external parties, demonstrating strong interpersonal and communication abilities.

• Contribute to the successful implementation of special projects, demonstrating a proactive and ambitious approach.

REQUIREMENTS

• High school diploma required with minimum of five (5) years of executive administrative experience, or Bachelor's Degree plus two (2) years of executive assistant experience supporting senior leadership, preferably in a global corporate environment.

• Preferred Fields of Study: Business Administration, Secretarial Science or related field

• Expert proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word, Teams)

• Outstanding organizational and time management skills with the ability to manage multiple competing priorities

• Strong written and verbal communication skills with exceptional attention to detail and professional presence

• Demonstrated ability to handle highly confidential and sensitive information with discretion and sound judgment

• Exceptional interpersonal skills with the ability to interact effectively with all levels of the organization, including senior leadership

• Experience managing complex calendars across multiple time zones

• Experience coordinating complex international travel and detailed logistics, including managing visa requirements

• Proficiency with expense management systems (e.g., Concur) and virtual meeting platforms

• Proven ability to work independently, anticipate needs, and proactively solve problems

• Strong project management and event planning capabilities

• Collaborative mindset with the ability to work effectively in a global, matrixed environment and build cross-functional relationships

• Ability to adapt quickly in a fast-paced, dynamic environment with shifting priorities

• Flexibility to support global teams and occasionally work outside standard business hours

WHAT SETS THIS OPPORTUNITY APART

• Join a globally renowned company at the forefront of scientific innovation.

• Collaborate with a team of ambitious professionals who are passionate about making a difference.

• Contribute to the success of a company that is dedicated to improving human health and well-being.

• Work in a dynamic and fast-paced environment where your skills and contributions will be valued.

• Access opportunities for professional growth and development within the organization.

We offer competitive remuneration, annual incentive plan bonus scheme, healthcare, company 401k, 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 Massachusetts is $35.00–$52.00.

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.