Administrative Assistant IV

Boston Scientific • Waltham, MA

8h • $63,544 - $108,056 • Onsite

About The Position

This role supports Boston Scientific's Electrophysiology (EP) office in Massachusetts, the Vice President of Research and Development (R&D)/site lead and the site leadership team. The position combines office management responsibilities with executive administrative support, helping ensure efficient daily operations, effective communication and a positive experience for employees and visitors. We are seeking a highly organized, detail-oriented professional who thrives in a fast-paced, collaborative environment. The ideal candidate is a proactive self-starter who can work independently with limited supervision, manage competing priorities and anticipate business needs. Success in this role requires strong interpersonal skills, sound judgment, discretion and a commitment to delivering exceptional service.

Requirements

• Minimum of 6 years' experience providing administrative support to senior-level management in a fast-paced organization.
• Demonstrated ability to manage multiple priorities, independently assess competing requests and meet deadlines.
• Proven ability to take initiative, work independently and manage new or loosely defined assignments with limited supervision.
• Exceptional attention to detail, particularly when coordinating complex, multistep tasks and managing ongoing deliverables.
• Strong written and verbal communication skills, with the ability to interact effectively and professionally with diverse audiences.
• Demonstrated interpersonal skills and ability to build collaborative relationships across organizational levels and with external stakeholders.
• Advanced proficiency in Microsoft Outlook, Teams, Excel and PowerPoint, including calendar and communication management, file organization, presentation development and reporting.

Nice To Haves

• Bachelor's degree.
• Excellent organizational skills and ability to adapt quickly to changing priorities and business needs.
• Experience working in a fast-paced, team-oriented and evolving business environment.
• Proactive problem-solving skills, sound judgment and confidence in addressing challenges and recommending solutions.
• Strong executive presence, professionalism and a customer service-oriented mindset.
• Ability to balance multiple assignments, establish priorities and consistently follow through on commitments.
• Demonstrated ability to work independently while contributing effectively as a collaborative team member.
• Commitment to maintaining the highest standards of integrity, discretion and professionalism.
• Ability to remain composed, adaptable and solution-focused in high-pressure situations.
• Familiarity with, or ability to quickly learn, business systems and tools such as DocuSign, Concur, Kronos, Ariba/MyBuy, P-Card, Tableau and Power BI.

Responsibilities

• Provide comprehensive office management and administrative support, including coordinating daily office operations, assisting with new hire onboarding and supporting site events and activities.
• Deliver executive administrative support to the vice president of R&D/site lead, including managing calendars, coordinating meetings, adjusting schedules, arranging travel, processing expenses, preparing staff meeting materials, documenting meeting minutes and organizing team events.
• Maintain a safe, organized and professional office environment by identifying potential hazards, responding appropriately to emergency situations and contacting relevant services when necessary.
• Provide backup front desk coverage, including monitoring entrances and exits, greeting and notifying employees of visitor arrivals, identifying unauthorized individuals, managing incoming and outgoing mail and packages, and maintaining office and kitchenette supplies.
• Deliver exceptional customer service to employees, visitors and external partners through courteous, professional and timely assistance.
• Coordinate team meetings, site events and customer meetings by managing schedules, arranging catering and audiovisual equipment, preparing meeting spaces, communicating logistics and ensuring successful execution.
• Support projects and executive communications by preparing correspondence, presentations, spreadsheets, reports and other business documents. Recommend improvements to existing communications and proactively anticipate future needs.
• Exercise discretion and maintain strict confidentiality when handling sensitive employee and organizational information, including nonpublic business strategies, financial data, acquisitions and other proprietary information.
• Collaborate effectively with administrative professionals and cross-functional partners within and outside the EP organization to support business priorities and operational needs.
• Serve as a knowledgeable resource on company policies and procedures by responding to routine inquiries and directing employees to appropriate contacts when additional guidance is needed.
• Act as a key functional resource for office operations, administrative processes and site leadership support.

Benefits

• The anticipated compensation listed above and the value of core and optional employee benefits offered by Boston Scientific (BSC) – see www.bscbenefitsconnect.com—will vary based on actual location of the position and other pertinent factors considered in determining actual compensation for the role.
• Compensation will be commensurate with demonstrable level of experience and training, pertinent education including licensure and certifications, among other relevant business or organizational needs.
• At BSC, it is not typical for an individual to be hired near the bottom or top of the anticipated salary range listed above.
• Compensation for non-exempt (hourly), non-sales roles may also include variable compensation from time to time (e.g., any overtime and shift differential) and annual bonus target (subject to plan eligibility and other requirements).
• Compensation for exempt, non-sales roles may also include variable compensation, i.e., annual bonus target and long-term incentives (subject to plan eligibility and other requirements).

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level