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, Interventional Spine Franchise.  The candidate will be expected to be flexible with their hybrid schedule based on the business needs of the leader being supported and national events as scheduled.

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, Interventional Spine Franchise, 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.

 

Relocation Assistance:

Relocation assistance is not available for this position at this time.

 

Visa Sponsorship:

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

 

 

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 equivalent
• Minimum of 5 years’ experience providing executive support in a corporate environment, preferably in a highly matrixed, global organization
• Exceptional interpersonal skills, both written and verbal
• Ability to maintain a high degree o