Administrative Assistant

Additional Locations:  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.

Administrative Assistant

(Rhythm Management division support)

We are seeking a proactive, detail-oriented and highly organized individual to join our Business Support Central team as a Business Support & Administrative Partner. Our team provides administrative support to European Sales & Marketing organizations and is point of contact for the business, internal & external customers, agencies and other functions.

This hybrid role merges administrative support for senior leader with close collaboration with business teams. It offers a unique opportunity to contribute across international meeting coordination, compliance processes, budget oversight, and executive support in a fast-paced, global medical device company.

Key responsibilities will include:

• Business support & meetings coordination
  • Support in the organization of internal meetings and medical events such as webinars, advisory boards, sales meetings
  • Booking flights, hotels and restaurants, handling registrations, maintaining a regular exchange with participants to keep them informed
  • Coordinating and administering internal documents flow required in case of HCP interactions according to compliance requirements (requests management including HCP contract management/invitations letters. etc)
  • Support to spend and budget tracking of the supported business team
  • Procurement: responsible for ordering products or services for third-party entities as needed, PO processing
  • Invoice Handling: invoice processing, including payments follow-up and monitoring invoice status to ensure timely payments. 
  • Management of marketing materials stored in an external warehouse (ordering, arranging shipments at the request of business teams, monitoring stocks)
  • Reference contact person for EMEA Sales & Mkt teams and international customers - obtain/provide information, answer queries related to established policies and procedures. Direct people to the appropriate resource
• Business Assistance (around 30% of the time) - assisting with activities entrusted by department Director that might include:
  • Travel Management: coordinating all aspects of travel logistics in accordance with global Travel & Expense policies. This includes booking travel, transportation, and accommodations efficiently. 
  • Expense Management: providing administrative support related to expenses: matching receipts, timely creation and submission of expense report on behalf of in Concur
  • Meeting Coordination: scheduling meetings, booking conference rooms, preparing materials, and coordinating logistics for events. 
  • Other administrative support where necessary: facilitating internal communication, sending out messages on behalf of supported personnel, calendar support, updating internal files, creating documents.
  • Monitoring stocks and supplementing any shortages in cooperation with the
• As part of a Business Support team, provides support and collaborate with Business Support members when needed
• Manages work in a confidential manner, ensuring information is shared with internal and external individuals in an appropriate manner

Our requirements:

• At least 1-3 year of experience of providing administrative support
• Excellent verbal and written communication skills, including fluency in English
• Strong interpersonal skills, ability to build and maintain relationship,
• Very good organizational and task prioritization skills,
• High attention to detail and keen to learn new skills
• Problem solving skill
• Able to work independently and be part of the team
• Ability to maintain confidentiality and handle sensitive information with discretion. 
• Advanced level in use of Microsoft Office (Outlook, PowerPoint, Word, Excel)
• Digital tools knowledge will be valued

We offer:

• Hybrid working mode – 2 days’ work from home
• Private health care in Lux Med (VIP package)
• Multisport card/Sport and Culture Card
• Lunch card
• Life insurance
• Languages courses
• Working in the international, innovative environment and highly innovative products
• Diverse culture with a focus on personal development and continuous improvement
• Well-designed & effective Trainings plans
• Career opportunities like mentoring, coaching and stretch assignments, with strong international exposure

Requisition ID: 607981

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!