Administrative Assistant III

Boston Scientific • Maple Grove, MN

18h

About The Position

Event & Meeting Planning Plan, organize, and execute large functional gatherings and events, managing all logistics and vendor timelines from start to finish. Schedule and coordinate a wide range of meetings, such as staff meetings, Town Halls, planning sessions, and recurring leadership meetings. Manage logistics including agendas, materials preparation, slide organization, attendance tracking, meeting minutes, and action-item follow‑up. Support site‑level leadership engagement activities, creating a welcoming and engaging environment for employees. Perform a full range of administrative duties, including scheduling and coordinating meetings, managing calendars, arranging domestic and international travel, greeting visitors, organizing functional meetings, and processing expense reports. Prepare, edit, and improve documents, presentations, letters, and memos—translating complex or technical information into clear, accurate, professional materials. Support various initiative components such as developing timelines, preparing status reports, coordinating large events, processing invoices, managing vendor relationships, and overseeing deliverables. Support financial processes including purchase orders, vendor invoices, p‑card purchases, myBuy activity, and reconciliation tasks. Manage organizational charts and assist with announcements for new hires and promotions.

Requirements

• Previous administrative assistant experience (minimum 3+ years) supporting multiple team members
• Experience in supporting senior level leaders
• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, SharePoint, Teams, expense reporting software (Concur) and travel booking solutions
• Essential that applicants are skilled and enjoy event planning and execution
• Strong communication skills (written and oral) and interpersonal skills with ability to work across multiple levels of an organization
• Attention to detail and well organized
• Self-starter - ability to take on new less-defined tasks
• Strong sense of responsibility and urgency as well as ability to solve problems independently
• Strong customer-service orientation and professional demeanor
• Strong collaboration skills and easy to work with
• Highest ethical standards. Discretion and sound judgment when dealing with confidential and/or sensitive information

Responsibilities

• Plan, organize, and execute large functional gatherings and events, managing all logistics and vendor timelines from start to finish.
• Schedule and coordinate a wide range of meetings, such as staff meetings, Town Halls, planning sessions, and recurring leadership meetings.
• Manage logistics including agendas, materials preparation, slide organization, attendance tracking, meeting minutes, and action-item follow‑up.
• Support site‑level leadership engagement activities, creating a welcoming and engaging environment for employees.
• Perform a full range of administrative duties, including scheduling and coordinating meetings, managing calendars, arranging domestic and international travel, greeting visitors, organizing functional meetings, and processing expense reports.
• Prepare, edit, and improve documents, presentations, letters, and memos—translating complex or technical information into clear, accurate, professional materials.
• Support various initiative components such as developing timelines, preparing status reports, coordinating large events, processing invoices, managing vendor relationships, and overseeing deliverables.
• Support financial processes including purchase orders, vendor invoices, p‑card purchases, myBuy activity, and reconciliation tasks.
• Manage organizational charts and assist with announcements for new hires and promotions.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed