Executive Assistant – Bilingual (English/Spanish)

Work Schedule

Environmental Conditions

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-savvyBilingual Executive Assistant to provide high-level support to senior leadership.

This role goes beyond traditional administrative support. We are looking for someone who operates withspeed, 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 withtechnology, automation, and AI-enabled tools and has strongPowerPoint 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 afast-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.

• Managecomplex 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 enhancehigh-quality executive PowerPoint presentations for leadership meetings, business reviews, town halls, and other key forums.

• Transform complex information, business data, and leadership ideas intoclear, 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 toautomate repetitive administrative and operational tasks.

• LeverageAI 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 recommendsimpler, 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 bothEnglish and Spanish.

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

• Build and maintain strong relationships with stakeholders atall 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 inBusiness Administration or a related field, or equivalent relevant professional experience.

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

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

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

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

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

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

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

• Excellent written and verbal communication skills.

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

• Exceptional organizational skills and attention to detail.

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

• Strongproject 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 afast-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 amultinational organization.

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

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

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

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

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

They will be known as someone whomakes 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 tomake the executive and the organization around them more effective.