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Assistant IV, Administrative Job

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Date: Nov 24, 2021

Location: Arden Hills, MN, United States, 55112

Company: Boston Scientific

Additional Locations:

 

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.

Administrative Assistant IV

 

About this role:
The Administrative Assistant IV position is a highly visible role that provides critical administrative support for the R&D leadership team.
 
Your responsibilities will include:

  • Performs general administrative duties for global team leadership that may include coordinating meetings/calendar management, expense reporting, invoice reconciliation, ordering/maintaining supplies, awards/patents/recognition, staff meeting prep/minutes, expenses summaries, team events, arranging travel and major functional meetings (including international travel).  Team members in US, Ireland/EU, Costa Rica and India with key business partnerships in China and other countries.
  • Serves as a point of contact for internal and external stakeholders. Contacts are frequent within and outside the organization and involve obtaining or providing information on matters of critical importance to the organization and usually are of a sensitive/confidential nature.
  • Answers complex functional questions that typically require a combination of sound judgment and often additional research and follow-up.
  • Anticipates and coordinates assignments, organizes own schedule to meet deadlines. 
  • May gather and prepare data in preparation of upcoming projects; proactively identifies and proposes future assignments/projects.
  • Composes and/or transcribes routine correspondence, letters, slides, and memos.  Proofread for grammatical construction, spelling and flow, and distribute to appropriate personnel.
  • Receives incoming mail, faxes, telephone calls and visitors and routes to appropriate department staff by exercising judgment regarding content and priority.
  • Assists in the preparation of reports, graphs, and presentations using spreadsheet and other graphic software.
  • Acts as an informed source of company policies and procedures by answering routine questions or routing to appropriate employees for answers.
  • Routinely plans and coordinates conferences, meetings and events by coordinating calendars, scheduling catering, ordering audio-visual equipment and working with facilities to ensure room configurations.
  • Coordinates logistics for smaller programs or events, ensuring that all parties involved are properly informed and contributing to assure program success.
  • Communicates with customers to coordinate logistics for their participation in Boston Scientific events (e.g. hotel, transportation, restaurants, schedule).  Communicates with BSC management and other representatives to coordinate their participation in programs.
  • Solicits program participant feedback and summarizes results to determine successes and potential areas of improvement.
  • Archives all documents and records relating to program management by maintaining secure files to ensure program/project information remains confidential and is available for future reference.
  • Prepares status reports by analyzing and compiling data, projections, and relevant information for submission to management to ensure that pertinent issues are communicated.
  • 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.
  • Orders office supplies and equipment and performs or arranges for routine maintenance of basic office equipment.
  • May assist in establishing and improving office policies and procedures and coordinate special projects and department activities.

 
What we're looking for in you:

Minimum Qualifications:

  • 3 Years with high school degree/equivalent, or an equivalent combination of education/work experience
  • Familiarity with or ability to be quickly trained on key systems including DocuSign, Concur, Kronos, Ariba/MyBuy, P-Card, Tableau/PowerBI, Microsoft Office, and videoconference software such as Teams/Skype/Zoom.

Preferred Qualifications

  • Certification in assigned area 
  • Bachelor’s degree preferred but not required
  • Excellent customer-facing skills and business maturity to interface with universities, companies and customers that are connected with BSC business.
  • Organized, proactive, collaborative, service-oriented and possess strong written and verbal communication skills
  • Strong proficiency in MS Word, Visio, Excel & PowerPoint
  • Strong sense of responsibility and urgency as well as attention to detail.
  • Highest ethical standards. Discretion and sound judgment when dealing with confidential and/or sensitive information.

 

 

 

Requisition ID: 513446

 

As a leader in medical science for more than 40 years, we are committed to solving the challenges that matter most – united by a deep caring for human life. Our mission to advance science for life is about transforming lives through innovative medical solutions that improve patient lives, create value for our customers, and support our employees and the communities in which we operate. Now more than ever, we have a responsibility to apply those values to everything we do – as a global business and as a global corporate citizen.

 

So, choosing a career with Boston Scientific (NYSE: BSX) isn’t just business, it’s personal. And if you’re a natural problem-solver with the imagination, determination, and spirit to make a meaningful difference to people worldwide, we encourage you to apply and look forward to connecting with you!

 

At Boston Scientific, we recognize that nurturing a diverse and inclusive workplace helps us be more innovative and it is important in our work of advancing science for life and improving patient health. That is why we stand for inclusion, equality, and opportunity for all. By embracing the richness of our unique backgrounds and perspectives, we create a better, more rewarding place for our employees to work and reflect the patients, customers, and communities we serve. Boston Scientific is proud to be an equal opportunity and affirmative action employer.

 

Boston Scientific maintains a drug-free workplace. Pursuant to Va. Code § 2.2-4312 (2000), Boston Scientific is providing notification that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the workplace and that violations will result in disciplinary action up to and including termination.

 


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