Administrative Assistant, IV

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

Boston Scientific is seeking an experienced assistant to provide support to the Vice President, Process Development. This role provides high-level administrative and project management support, including meeting and calendar management, and the creation of executive presentations and communications, in addition to other administrative projects and tasks.  The work will be highly confidential in nature and will cover a diverse scope of activities.  As an employee supporting the Vice President of Process Development, this individual will also play a key role in supporting leadership engagements with employees and creating a supportive environment for our teams.  The successful candidate will be self-motivated, highly collaborative, adaptable, have excellent interpersonal skills, and can foster professional relationships across the organization.

 

 Your responsibilities include:

• Performs administrative duties that may include, scheduling & coordinating meetings/appointments, overseeing and executing meeting logistics & schedules, scheduling conference rooms, greeting visitors, arranging travel (both domestic and international), completing expense reports, organizing major functional meetings, plus any other administrative tasks that need to be performed.
• Calendar & meeting management - Proactively identify and resolve scheduling conflicts and prioritize meetings to ensure efficient use and preferred allocation of executive’s time.
• Engages frequently with individuals outside organization (customers) and/or internal individuals, both of significant importance to the company. Contacts involve planning and preparation of communications, requiring tact, persuasion, and negotiation skills.
• Coordinate complex domestic and international travel arrangements, including itineraries and agendas, directions, transportation, and lodging. Prepare and process expense reports.
• Plan and organize regular staff meetings, including agenda and materials preparation, tracking attendance, and organizing logistics.
• Manage a variety of meetings including invites, agenda, slide organization, and meeting minutes/action items.
• Maintain organizational charts for senior executives and their teams.
• Anticipates and coordinates projects/assignments, organizes own schedules, and that of others, to meet deadlines.
• Translates complex and/or technical, in-depth thoughts into documents (letters/memos/presentations, etc.) by researching the subject; anticipates needs for communications; makes suggestions for improvements in existing.
• Acts as a conduit of communication to and from Sr. Leadership.
• Supports onboarding for new senior-level staff
• Supporting engagements between the senior leaders and the broader teams on the sites, generating a welcoming and engaging site environment
• Working closely with the HR and communications teams on leadership messaging and engagements 
• May be responsible for various components of initiatives to include:
  • Developing and adhering to timetables
  • Coordinating large meetings/events
  • Preparing status reports, records, and documents
  • Securing vendor estimates and purchase orders, processing invoices, ensuring vendor quality
  • Overseeing the execution of deliverables

 

Required Qualifications

• High School Diploma or GED
• Minimum of 5 years’ of relevant experience 
• Exceptional interpersonal skills, both written and verbal
• Ability to maintain a high degree of confidentiality and discretion
• Ability to take initiative and drive projects to completion
• Demonstrate high levels of professionalism and customer orientation
• Ability to work effectively and partner with peers
• Exceptional administrative and organizational skills
• Excellent problem-solving skills
• Demonstrated ability to effectively utilize MS Office programs, including Teams and SharePoint
• Ability to work independently, multi-task, and prioritize daily workload

 

Preferred Qualifications

• Bachelor’s Degree preferred

 

 

 

 

Requisition ID: 603844

Minimum Salary: $