Executive Assistant - Corporate IT & Digital

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.

LOCATION: On-site Carlsbad, CA. 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:

Join Thermo Fisher Scientific as an Executive Assistant supporting senior leaders in advancing our mission to make the world healthier, cleaner, and safer. In this role, you will serve as a key liaison between executives and stakeholders while managing complex administrative functions that enable leaders to stay focused on strategic priorities.

This position sits within our Corporate Information Technology (CIT) organization, supporting two senior executives at the center of IT operations, finance, and strategic programs. You will play a critical role in managing priorities, driving alignment, and ensuring seamless execution in a fast-paced, global environment.

You will manage complex calendars, coordinate domestic and international travel, and facilitate communication across a broad network of stakeholders. Success in this role requires the ability to anticipate needs, navigate shifting priorities, and bring structure to ambiguity. You will also partner across teams to coordinate meetings and events, manage special projects, and support the operational rhythm of the leadership team.

This is a highly visible role offering exposure to enterprise-level decision-making and strategic initiatives. You will be trusted to handle sensitive information with discretion, exercise sound judgment, and operate independently with strong attention to detail.

The ideal candidate is resourceful, composed, and thrives in a dynamic environment—someone who brings clarity, efficiency, and professionalism while enabling senior leaders to perform at their best.

KEY RESPONSIBILITIES:

• Strategic and operational support partner to three Executives on-site in Carlsbad, CA
• Translates ideas into complete solutions (e.g., quarterly leadership meetings, service meetings, town halls)
• Drives business initiatives, ensuring timelines are met. Tracks progress using x-Matrix and other mechanisms
• Performs administrative duties such as handling telephone calls, letters and/or visitors, answering questions, and furnishing information, opening and distributing mail, settling expense accounts, and maintaining office supply inventories and appointment calendars
• Coordinates meetings involving all stages of planning including logistics, vendors, and materials (in person, video conference or conference calls), and various other events for multiple senior executives and global teams across multiple time zones
• Makes travel arrangements and manages expense submissions
• Takes minutes and accurately enters data
• Provides proofreading support and helps develop PowerPoint presentations as needed
• Available to work off hours as needed to support executives
• Gathers data and prepares reports and/or presentations. Data may come from internal and/or external sources. Contacts may be of sensitive, complex, and confidential nature
• Organizes correspondence and email; responds to requests for information
• Coordinates activities between departments and outside parties
• Composes complex documents using Microsoft Office Suite (Word, Excel, PowerPoint, Visio, documents, emails, text, etc.)
• Conducts research to compile data relating to required department reports and special projects
• Responds to correspondence not requiring Executive’s attention
• Communicates department policies and procedures as directed by Executive
• Coordinates off-site meetings and executive events
• Performs other related duties and special projects as assigned

REQUIREMENTS:

• High school diploma required with minimum of five (5) years of executive administrative experience, or Bachelor's Degree plus 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

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 California is $44.00–$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