Administrative Assistant IV

Boston Scientific•Santa Clarita, CA

11h•$64,272 - $109,304•Hybrid

About The Position

Boston Scientific is seeking an experienced assistant to provide support to the Vice President, Commercial Excellence. This role provides high-level administrative and project management support, including meeting and calendar management, and the creation of executive presentations and communications, in addition to other administrative projects and tasks. The work will be highly confidential in nature and will cover a diverse scope of activities. As an employee supporting the Vice President of Commercial Excellence, this individual will also play a key role in supporting leadership engagements with employees and creating a supportive environment for our teams. The successful candidate will be self-motivated, highly collaborative, adaptable, have excellent interpersonal skills, and can foster professional relationships across the organization.

Requirements

Associate degree or equivalent experience.
5+ years' of administrative support experience.
Exceptional written and verbal communication skills.
Ability to maintain a high degree of confidentiality and discretion.
Demonstrated ability to take initiative and drive projects to completion.
Demonstrated high levels of professionalism and customer orientation.
Ability to work effectively and partner with peers and cross-functional teams.
Exceptional administrative and organizational skills, with strong attention to detail.
Excellent problem-solving skills.
Demonstrated ability to effectively use Microsoft Office, including Teams and SharePoint.
Ability to work independently, multitask and prioritize a dynamic daily workload.

Nice To Haves

Bachelor’s degree.

Responsibilities

Performs administrative duties that may include, scheduling & coordinating meetings/appointments, overseeing and executing meeting logistics & schedules, scheduling conference rooms, greeting visitors, arranging travel (both domestic and international), completing expense reports, organizing major functional meetings, plus any other administrative tasks that need to be performed.
Calendar & meeting management - Proactively identify and resolve scheduling conflicts and prioritize meetings to ensure efficient use and preferred allocation of executive’s time.
Engages frequently with individuals outside organization (customers) and/or internal individuals, both of significant importance to the company. Contacts involve planning and preparation of communications, requiring tact, persuasion, and negotiation skills.
Coordinate complex domestic and international travel arrangements, including itineraries and agendas, directions, transportation, and lodging. Prepare and process expense reports.
Plan and organize regular staff meetings, including agenda and materials preparation, tracking attendance, and organizing logistics.
Manage a variety of meetings including invites, agenda, slide organization, and meeting minutes/action items.
Maintain organizational charts for senior executives and their teams.
Anticipates and coordinates projects/assignments, organizes own schedules, and that of others, to meet deadlines.
Translates complex and/or technical, in-depth thoughts into documents (letters/memos/presentations, etc.) by researching the subject; anticipates needs for communications; makes suggestions for improvements in existing.
Acts as a conduit of communication to and from Sr. Leadership.
Supports onboarding for new senior-level staff
Supporting engagements between the senior leaders and the broader teams on the sites, generating a welcoming and engaging site environment
Working closely with the HR and communications teams on leadership messaging and engagements
May be responsible for various components of initiatives to include:
Developing and adhering to timetables
Coordinating large meetings/events
Preparing status reports, records, and documents
Securing vendor estimates and purchase orders, processing invoices, ensuring vendor quality
Overseeing the execution of deliverables