Senior Executive Assistant/Office Administrator

At Clario, part of Thermo Fisher Scientific, we transform lives by unlocking better evidence. We are seeking an experienced Senior Executive Assistant/Office Administrator to support members of the Executive Leadership Team (ELT) while serving as the first point of contact, onsite, for our Philadelphia office location. This role is critical to ensuring executive effectiveness, operational efficiency, and a welcoming, well-organized workplace. The ideal candidate is proactive and highly organized and demonstrates strong situational awareness and time management while thriving in a fast-paced, dynamic environment and consistently anticipating future needs.

What We Offer

• Competitive compensation
• Comprehensive health, dental, and vision coverage
• Paid time off and company holidays
• Retirement savings plan with company contribution
• Employee assistance and wellness programs

• Provide high-level executive support to assigned ELT members, maintaining situational awareness of priorities, time allocations, and organizational goals
• Assist with special projects, research, and data collection as needed
• Proactively manage complex calendars and itineraries, resolving conflicts and prioritizing meetings with urgency and sound judgment
• Leverage technology, including generative AI and automation tools, to enhance executive productivity, streamline workflows, draft communications, analyze information, and manage complex projects, actions and follow-ups.
• Handle highly confidential and sensitive business information with discretion, including correspondence with external clients and regulatory agencies, and coordinating signatures for contracts and business documents
• Coordinate and execute all travel arrangements for assigned executives, partnering with Finance to ensure timely expense reconciliation
• Maintain flexible working hours as needed to support ELT members and clients
• Serve as the first point of contact for visitors to the Philadelphia office, ensuring professional and welcoming experience
• Act as the escalation point for office and building-related issues, coordinating with building management and vendors
• Manage office access, including entry cards and badge administration
• Oversee office vendor relationships, supplies ordering and inventory, mail and parcel distribution, and outgoing shipments
• Support on-site meetings, audits, and events, including room setup and catering coordination
• Administer workplace safety responsibilities, including fire and safety training tracking, in coordination with the building landlord
• Provide backup support during planned and unplanned absences

• Bachelor's degree or equivalent experience required
• 6-10 years of experience providing C-level executive support in a fast-paced environment required
• Advanced proficiency with Microsoft Word, Google Workspace, and PowerPoint; working knowledge of Excel
• Strong interest in and familiarity with AI-enabled tools, with curiosity and willingness to continue learning
• Excellent written and verbal communication skills, with the ability to interact effectively at all levels of the organization and with external partners
• Demonstrated ability to prioritize, plan, and manage multiple competing demands while maintaining accuracy and attention to detail
• Proven judgment, problem-solving capability, discretion, and confidentiality
• Ability to work independently with minimal direction and adapt quickly to change
• Positive, professional attitude with a high level of productivity and accountability