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Assistant IV, Administrative

Boston Scientific

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Marlborough, MA
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Job Description

As posted by the hiring company

Job Overview:

Additional Location(s): US-MA-Marlborough

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.

The Urology and Pelvic Health business unit provides proven, leading solutions to treat five common urology diseases, including kidney stones, benign prostatic hyperplasia (BPH), erectile dysfunction (ED), male incontinence and pelvic floor disorders. These conditions account for 50 percent of all urology surgical procedures.

Job Purpose:

Role will provide administrative support for VP of Regulatory Affairs and a multi-site department of 40+ employees located in Marlborough, Minnesota, Israel, and remote. Candidate will require keen attention to detail, strong organizational and communication skills with ability to multi-task to keep department running smoothly.

Key Responsibilities:

Performs general administrative duties to include photocopying, coordinating meetings/appointments, file maintenance, ordering/maintaining supplies, arranging travel, preparing and/or sorting mail, processing purchase orders. Facilitation of documents for notarization/legalization for international regulators. May creates letters, memos, reports, presentations, and other materials. May collects data and prepares reports. Answers functional questions from internal and external customers; viewed as a key functional resource. Anticipates and coordinates assignments during the course of the year and organizes own schedule to meet deadlines.

  • Admin support to VP of Regulatory Affairs (travel, expense reports, filing, calendar management, coordination of meetings, presentation assistance)
  • Assist management team and professional with special projects
  • Order office supplies for team
  • Coordination of meetings
  • Set up of binders (as needed, Field Actions, Submissions)
  • Maintain Regulatory File room
  • Maintain Submission Fee List and paperwork
  • Assist team with submission preparation when needed
  • Process and execute CFGs and CFS that need to be legalized (process check requests, obtain money orders, send documents through legalization process, maintain tracker)
  • Manage Legal Status Mailbox – respond to inquiries or route to appropriate individual
  • Process Account Inquiries to customers regarding product status
  • Process User Fees for FDA submissions
  • Process invoices (CFGs, occasionally 3rd party vendors)
  • Serves as a point of contact for internal and external customers
  • Manages work in a confidential manner, ensuring information is shared with internal and external individuals in an appropriate manner; provides guidance to peers as necessary regarding proprietary information.

Qualifications:

  • 5+ years of administrative assistant experience providing support to senior leadership in a fast-paced corporation, including handling of sensitive and confidential information
  • 2 year degree preferred
  • Notary preferred
  • Proven experience working collaboratively across functions and levels of a corporation
  • Strong technical skills, Proficient in Microsoft Office (Word, Excel, PowerPoint)
  • High level of attention to detail, ability to prioritize and follow through
  • Strong organizational and communication (both written and verbal) skills
  • Proven success in supporting a remote team
  • Understanding of the FDA a plus

Requisition ID: 537020

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!

At Boston Scientific, we recognize that nurturing a diverse and inclusive workplace helps us be more innovative and it is important in our work of advancing science for life and improving patient health. That is why we stand for inclusion, equality, and opportunity for all. By embracing the richness of our unique backgrounds and perspectives, we create a better, more rewarding place for our employees to work and reflect the patients, customers, and communities we serve. Boston Scientific is proud to be an equal opportunity and affirmative action employer.

Boston Scientific maintains a drug-free workplace. Pursuant to Va. Code § 2.2-4312 (2000), Boston Scientific is providing notification that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the workplace and that violations will result in disciplinary action up to and including termination.

Please be advised that certain US based positions, including without limitation field sales and service positions that call on hospitals and/or health care centers, require acceptable proof of COVID-19 vaccination status. Candidates will be notified during the interview and selection process if the role(s) for which they have applied require proof of vaccination as a condition of employment. Boston Scientific continues to evaluate its policies and protocols regarding the COVID-19 vaccine and will comply with all applicable state and federal law and healthcare credentialing requirements. As employees of the Company, you will be expected to meet the ongoing requirements for your roles, including any new requirements, should the Company’s policies or protocols change with regard to COVID-19 vaccination.