Executive Assistant

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 looking for a highly proactive, resourceful, and tech-savvy Bilingual Executive Assistant to provide high-level support to senior leadership.

This role goes beyond traditional administrative support. We are looking for someone who operates with speed, urgency, ownership, and exceptional attention to detail — someone who anticipates needs, solves problems before they escalate, and continuously looks for smarter and more efficient ways of working.

The ideal candidate is highly comfortable with technology, automation, and AI-enabled tools and has strong PowerPoint and executive presentation skills. This person should be able to transform ideas, data, notes, and business updates into polished, executive-ready presentations and communications.

The successful candidate will thrive in a fast-paced, demanding, and constantly changing environment, managing multiple priorities while maintaining excellent judgment, discretion, and quality.

Key Responsibilities

Executive & Business Support

• Provide high-level administrative and operational support to senior leadership.

• Manage complex calendars and schedules across multiple time zones, proactively resolving conflicts and optimizing executive time.

• Coordinate complex domestic and international travel arrangements, including itineraries and expense reporting.

• Anticipate executive needs and proactively identify potential conflicts, risks, or required actions.

• Coordinate meetings, prepare agendas, capture key decisions, and ensure timely follow-up on commitments.

• Act as a trusted point of contact across internal teams and external stakeholders.

• Handle confidential and sensitive information with a high degree of discretion and professionalism.

• Support project coordination, leadership meetings, business reviews, town halls, and other key events.

• Provide support for office operations and facilities-related activities as needed.

Executive Presentations & PowerPoint

• Create, edit, and enhance high-quality executive PowerPoint presentations for leadership meetings, business reviews, town halls, and other key forums.

• Transform complex information, business data, and leadership ideas into clear, concise, and visually compelling presentations.

• Work independently from rough notes, emails, spreadsheets, data, or verbal direction to develop executive-ready materials.

• Ensure presentations are polished, accurate, consistent, and aligned with business objectives.

• Demonstrate strong visual judgment, business storytelling, and exceptional attention to detail.

Automation, AI & Process Improvement

• Actively identify opportunities to automate repetitive administrative and operational tasks.

• Leverage AI and productivity tools to improve efficiency, organization, communication, meeting preparation, and information management.

• Develop smarter workflows for recurring activities, follow-ups, reporting, document management, and executive support processes.

• Continuously challenge manual processes and recommend simpler, faster, and more scalable ways of working.

• Quickly learn, test, and adopt new digital tools and technologies.

• Serve as a proactive advocate for technology and automation within the executive support environment.

Communication & Coordination

• Draft and edit professional communications, emails, presentations, and executive materials in both English and Spanish.

• Coordinate effectively across different functions, countries, cultures, and time zones.

• Build and maintain strong relationships with stakeholders at all organizational levels.

• Communicate confidently and professionally with senior leaders and key stakeholders.

• Follow through consistently on open actions, deadlines, and executive commitments.

• Ensure priorities move forward and that important actions are closed on time.

Required Qualifications

• 5–7 years of administrative and executive support experience, preferably supporting senior or executive-level leadership in a complex, fast-paced organization.

• Bachelor’s degree preferred, ideally in Business Administration or a related field, or equivalent relevant professional experience.

• Full professional fluency in English and Spanish, both written and spoken.

• Expert proficiency in Microsoft Office / Microsoft 365, particularly Outlook, Word, Excel, PowerPoint, and Teams.

• Advanced calendar management and scheduling skills, including coordinating complex schedules across multiple time zones.

• Advanced proficiency in Microsoft PowerPoint, with demonstrated ability to create polished, visually compelling, executive-level presentations.

• Strong experience coordinating complex domestic and international travel arrangements, itineraries, and expense reporting.

• Experience with enterprise systems such as Workday, Concur, PRMS, or similar platforms.

• Strong interest and practical experience with AI, automation tools, and digital productivity solutions.

• Excellent written and verbal communication skills.

• Proven ability to handle confidential and sensitive information with discretion and sound judgment.

• Exceptional organizational skills and attention to detail.

• Demonstrated ability to work independently, anticipate needs, take initiative, and prioritize multiple competing tasks with limited supervision.

• Strong project coordination and event planning capabilities.

• Professional communication and interpersonal skills, with the ability to build relationships across organizational levels, functions, countries, and cultures.

• Ability to adapt quickly to changing priorities and operate effectively in a fast-paced and highly dynamic environment.

• Flexibility with work hours when business needs, executive schedules, travel, or events require additional support.

Preferred Qualifications

• Portuguese language proficiency is considered a strong plus, particularly for supporting stakeholders and business activities across Latin America.

• Experience supporting senior or executive-level leaders in a multinational organization.

• Experience working across multiple countries, functions, cultures, and time zones.

• Experience supporting office operations and/or facilities-related activities.

• Demonstrated ability to leverage technology, AI, and automation to improve executive and team productivity.

What Success Looks Like

A successful person in this role will quickly become a trusted extension of the executive.

They will anticipate what is needed before being asked, keep priorities moving, produce excellent executive materials, reduce administrative complexity, and use automation and AI to give time back to the leader and the broader team.

They will be known as someone who makes things happen, solves problems, brings structure to complexity, and consistently stays one step ahead.

The goal is not simply to manage an executive’s agenda — it is to make the executive and the organization around them more effective.