Administrative Assistant III, R&D

Additional Location(s):  N/A

Diversity - Innovation - Caring - Global Collaboration - Winning Spirit - High Performance

At Boston Scientific, we’ll give you the opportunity to harness all that’s within you by working in teams of diverse and high-performing employees, tackling some of the most important health industry challenges. With access to the latest tools, information and training, we’ll help you in advancing your skills and career. Here, you’ll be supported in progressing – whatever your ambitions.                

 

About the role:

This valued team member will be responsible for administrative support within the Interventional Oncology & Embolization R&D and Program Management organization. We are looking for a professional who works under limited supervision with general instructions given on new assignments, enjoys a fast-paced environment, and loves to collaborate across the team and organization. This team member will support a team of approximately 200 employees with direct support for 2 VPs and approx. 8 Directors.

 

At Boston Scientific, we value collaboration and synergy. This role follows a hybrid work model requiring employees to be in our local office at least three days per week.

Boston Scientific will not offer sponsorship or take over sponsorship of an employment visa for this position at this time.

 

Key Responsibilities:

• Performs general administrative duties that include coordinating meetings/calendar management, expense reporting, purchase orders & invoice reconciliation, ordering/maintaining supplies, catering, arranging travel and organizing major functional meetings internally or externally.
• Supports and fosters a positive team culture with coordinating team building activities, social events and a collaborative office environment
• Supports broader IO&E R&D/PMO team in generation of purchase orders, myBuy activities, p-card purchases & reconciliation and other financial activities.
• Anticipates and coordinates projects/assignments, organizes own schedule, and that of others, to meet deadlines.  Several times per year, will support the organization of group meetings (e.g., staff meetings, Town Halls, various recurring meetings, etc.) which will involve careful planning and organization.
• Acts as a conduit of communication internally to and from Senior Leadership.
• Serves as a point of contact for employees within the function.
• Acts as an informed source of company policies and procedures by answering routine questions or routing to appropriate employees for answers.
• Translates thoughts into documents (letters/memos/presentations, etc.) using existing material; ensures document is logical and complete as well as accurate in grammar and spelling; makes suggestions for improvements in existing communications.
• Schedules appointments and travel; maintains up-to-date appointment calendar; ensures that the leader is informed always of scheduled commitments; resolves calendar conflicts proactively.
• Conducts all aspects of the job with appropriate level of confidentiality and sensitivity to employee and organizational data by storing documents carefully and not disclosing confidential information except on a need-to-know basis.
• Responsible for maintaining onboarding documentation and supports the onboarding process for new hires.
• Responsible for maintaining organizational charts and organizing announcements for new hires and promotions.
• Responsible for coordinating franchise and business planning meetings; establishing and communicating the agenda; maintaining the meeting invite and storing and distributing meeting materials
• Collaborate with other administrative assistants on divisional wide meetings and initiatives

 

Required Qualifications:

• High School or equivalent
• 3-5 years administrative assistant experience supporting multiple team members
• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, SharePoint, and Teams

Preferred Qualification:

• Experience in supporting senior level leaders
• Proficient in expense reporting software (Concur) and travel booking solutions
• Strong communication skills (written and oral) and interpersonal skills with ability to work across multiple levels of an organization.