Administrative Assistant II

Job Description

Thermo Fisher Scientific Inc. is the world leader in serving science, with annual revenue exceeding $35 billion. Our Mission is to enable our customers to make the world healthier, cleaner, and safer. Whether our customers are accelerating life sciences research, solving sophisticated analytical challenges, or improving patient diagnostics and therapies, we are here to support them.

When you join the team at Thermo Fisher Scientific, you’ll do important work. Things like helping customers in finding cures for cancer, protecting the environment, or making sure our food is safe. Your work will have real-world impact, and you’ll be supported in achieving your career goals. You’ll also have the opportunity for continual growth and learning in an environment that will support your development.

We are seeking an energetic and enthusiastic individual with strong communication, organization, and administrative skills to join our growing team!

How will you make an impact?

Plans and coordinates administration activities for Science and Technology Team (STT) Alachua site, such as crafting a welcoming and inviting place to visit and work, and assisting in keeping the business seamlessly moving forward.

What will you do?

• Interface professionally with key leaders, customers, visitors, and employees. Interact effectively with all levels within and outside of the organization; providing assistance, answering questions, and facilitating departmental operations.
• Responsible for front desk services including greeting guests and following established visitor screening procedures. Act as back up coverage for Site Security Coordinator when SSC is out of the office.

• Proactively handle communication (emails, phone calls, follow-up), travel arrangements, and reimbursements for site leader.
• Perform general office duties: answer mainline phone and route calls/take messages when appropriate; collect and distribute mail, etc.

• Assist with scheduling meetings and handling conference room and/or calendar double-booking. Schedule and coordinate elaborate 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. Assist in coordinating projects, composing and distributing internal communications, and providing day to day assistance to employees and visitors.

• Main point of contact for catering and front office deliveries.
• Ensure general congregation areas are stocked and coordinating service for room equipment as needed, including conference rooms, office areas, and break-rooms.
• Recommend improvements on administrative procedures and implements changes.
• Align with and actively participate in all safety policies, procedures and programs.

• Anticipate potential changes or shifts in priorities amidst simultaneous demands for attention. Demonstrate flexibility while working across varied types of situations.
• Additional duties may be performed, as assigned.

How will you get here?

• Bachelor’s degree preferred, HS Diploma/GED required
• 2+ years hands on professional administrative experience preferred
• Proficiency with Office 365 including Outlook, Word, Excel, and PowerPoint. Knowledge of Teams and/or other collaborative applications a plus.
• Shown organizational skills; ability to operate in a matrix environment and balance multiple priorities simultaneously; Attention to detail.
• Able to work autonomously; is diligent with high integrity.
• Excellent interpersonal skills and ability to maintain effective working relationships.

Knowledge, Skills, Abilities

• Ability to multitask and prioritize tasks and projects.