Assistant IV, Administrative

Additional Locations: US-MN-Arden Hills

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:
The Administrative Assistant IV is responsible for supporting the Patient Safety Vice President and team in a fast paced, result oriented and patient-centered professional environment. This Assistant will be responsible for planning meetings, managing an ever-changing calendar, documentation, presentations, in addition to communicating with internal and external customers on behalf of the Patient Safety Team.

Your responsibilities include:

• Complete a variety of administrative tasks including document preparation, meeting minutes, calendar management, travel planning, expense reporting, special projects and other tasks as needed by the team. Composes and/or transcribes routine correspondence, letters, and memos. May proofread for grammatical construction, spelling, and flow, and distribute to appropriate personnel
• Maintain and protect highly confidential corporate information and communicate information within scope of authority
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely
• Efficiently manage and maintain calendars for executives and team members
• Schedule and coordinate meetings, appointments, and conference calls
• Send out meeting invitations, prepare meeting agendas, and distribute relevant materials
• Coordinate and confirm attendees' availability and handle any scheduling conflicts
• Arrange meeting logistics, including booking conference rooms, catering, and work with facilities to ensure room configuration, necessary equipment and technology
• Prepare meeting minutes and follow up on action items to ensure timely completion
• Anticipate and resolve any scheduling conflicts or issues proactively
• Act as a point of contact for meeting-related inquiries and provide necessary information to participants
• Maintain and update a centralized calendar system, ensuring accuracy and completeness
• Assist in organizing and coordinating special events with internal and external senior customers
• Ensures that the executive is informed at all times of scheduled commitments
• Coordinate and manage all aspects of travel arrangements, including flights, accommodations, transportation, and itineraries for executives and employees
• Process travel requests and ensure compliance with travel and expense policies and guidelines
• Monitor and track travel expenses, receipts, and reimbursement requests
• Prepare and submit expense reports in a timely manner, ensuring accuracy and adherence to company policies
• Provide travel-related information and support including visa requirements, travel insurance, and local customs

What we’re looking for in you:

Basic Qualifications:

• Minimum of 5 years of experience supporting Vice President level executives
• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, SharePoint, Teams
• Self-starter – ability to take on new less-defined tasks
• Strong communication skills and interpersonal skills
• Ability to work across multiple levels of the internal organization and with external parties
• Advanced skills in Outlook, MS Teams, Excel & PowerPoint – Position requirements include managing schedules and communications (Outlook), organizing data files (Teams), creating presentations (PPT) and generating reports (Excel)

Preferred Qualifications:

• Healthcare industry work experience
• Team event/meeting coordination
• Previous experience interactions with physicians/healthcare professionals (with regards to coordinating meetings/events, travel, etc.)

Requisition ID: 564159

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!