Administrative Assistant

Administrative Assistant

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.

The Administrative Assistant provides high-level administrative and operational support to leaders and teams within Corporate Affairs, including Corporate Health Economics and Market Access (HEMA) and Marketing. This role serves as a trusted partner who enables effective team performance through exceptional organization, communication, coordination and follow-through. The successful candidate will anticipate needs, manage competing priorities, navigate sensitive matters with discretion and independently resolve administrative and operational roadblocks.

This role follows a hybrid work model requiring employees to be in our local office at least three days per week. Boston Scientific will not offer sponsorship or take over sponsorship of an employment visa for this position at this time. Relocation assistance is not available for this position at this time.

Your responsibilities will include:

• Proactively manage complex calendars, appointments, travel and scheduling across functions, geographies and time zones, ensuring leaders are informed of commitments, calendars align with priorities and potential conflicts are resolved promptly.
• Plan and coordinate leadership meetings, conferences, events, town halls and team activities, including invitations, agendas, catering, facilities, room setup, audiovisual support, materials and follow-up. Support highly visible and cross-functional activities through effective coordination and management of company resources.
• Prepare, edit, proofread and distribute professional communications, including emails, meeting invitations, agendas, announcements and routine correspondence. Anticipate communication needs, incorporate complex and technical principles, and provide suggestions for improvement.
• Prepare and format reports, spreadsheets, graphs, presentations and other business materials using appropriate software.
• Maintain organizational charts, team distribution lists and related records, ensuring organizational changes and new employees are reflected accurately and promptly. Support new employee inclusion in town halls and team communications by updating invitations, coordinating high-quality photos and presentation materials, and providing timely new-hire updates to relevant stakeholders.
• Support vendor administration by completing required documentation, initiating and tracking purchase orders, submitting invoices, monitoring payment status and timing, and resolving missing information or process delays.
• Maintain organized electronic files, records, documentation and tracking systems while monitoring deadlines, commitments, approvals and outstanding actions through completion and proactively following up as needed.
• Coordinate special projects, department activities, onboarding support, office supplies, equipment and other operational needs.
• Handle confidential employee, business, financial and organizational information with discretion, sensitivity and sound judgment.
• Communicate effectively with executives, employees, vendors and cross-functional stakeholders while negotiating priorities and navigating sensitive information and complex engagements.
• Serve as a key functional resource regarding company policies, procedures, systems and administrative processes by answering routine questions or directing employees to the appropriate resource. Develop necessary departmental standard operating procedures (SOPs) within the scope of the role and provide guidance to others on implementation.
• Apply strong judgment and problem-solving skills to identify practical next steps, address roadblocks and move work forward with limited direction or back-and-forth interaction.
• Develop a working understanding of basic medical device, scientific, health economics and business terminology to effectively support meetings, communications, documents and stakeholder interactions.

Required qualifications:

• Demonstrated experience providing senior-level administrative or operational support in a complex, fast-paced corporate environment.
• Strong organizational and time-management skills, with the ability to manage multiple priorities, deadlines and stakeholders.
• Excellent written and verbal communication skills, including strong proofreading and editing abilities.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams and other collaboration or business software, with comfort using AI-enabled workflows and tools.
• Demonstrated ability to handle confidential and sensitive information appropriately.
• Strong attention to detail, accuracy, follow-through and accountability.
• Strong problem-solving skills and the ability to work independently, anticipate needs, take action and exercise sound judgment.
• Ability to establish effective working relationships across functions and organizational levels.
• Ability to adapt to change and work effectively in a fast-paced, team-focused environment.

Preferred qualifications:

• Background supporting senior leaders or multiple teams within a global organization.
• Professional experience in healthcare, medical device, scientific, health economics, market access, marketing or corporate affairs fields.
• Familiarity with vendor onboarding, purchase orders, invoice processing, procurement systems and payment tracking.
• Demonstrated success coordinating executive meetings, conferences, town halls or large-scale events.
• Familiarity with medical device, scientific, clinical or health economics terminology.
• Demonstrated ability to support the preparation of executive-level reports, spreadsheets, presentations and communications.