Boston Scientific - Administrative Assistant III

Boston Scientific - Administrative Assistant III

Start End Dates 11 3 2014 - 5 2 2015 Billing Location Maple Grove MN Job Title Administrative - Administrative Assistant III Job Description Job Purpose o Supports the Vice President of IC Sales o Assists in the preparation of reports graphs and presentations using spreadsheet and graphic software utilizing the following Microsoft Outlook Microsoft Excel MyReports Global Sales Reporting o Assists with preparing business expense reports utilizing the Concur system o Acts as an informed source of company policies and procedures by answering routine questions or routing to appropriate employees for answers. o Inputs regional calendar appointments on each of their assigned principal s calendars public calendars. o Routinely assists in planning and coordinating conference calls meetings and events by coordinating calendars scheduling catering ordering audio-visual equipment working with Corporate Meeting Management department and working with facilities to ensure room configurations. o Composes and or transcribes routine correspondence letters and memos. May proofread for grammatical construction spelling and flow and distribute to appropriate personnel. o Receives incoming mail faxes telephone calls and visitors and routes to appropriate department staff by exercising judgment regarding content and priority. o Works on Med Ed Program management. o Works on maintaining the Organization Chart and Personnel Data Information for the area he she supports so that it may be uploaded and maintained accurately in Quickbase as required. This also includes updates of outlook directory information and email distribution lists. o Conducts all aspects of the job with appropriate level of confidentiality and sensitivity to employee and organizational data by storing documents carefully and not disclosing confidential information except on a need-to-know basis. o Continuously learns new systems as required by BSC as it relates to their day to day duties. o Work as a team amongst other Administrative Assistants Education Experience Skills a candidate must have to successfully perform the above duties tasks o High School or equivalent and 3 years of related experience with certification in assigned area preferred. Education Experience Skills that are not required but helpful Knowledge o Solid knowledge of the job. Applies broad knowledge of business concepts procedures and practices and a general understanding of department fundamentals. Thorough knowledge of company s core hardware and software applications (i.e. creating charts in Excel creating presentation in Global Sales Reporting creating form letters and merging documents in Word creating database and adding tables in Access). Cognitive Skills o Performs routine and some non-routine assignments using standard methods and sequences. Demonstrates business writing proofreading and editing skills. Makes decisions within guidelines regarding planning organizing and scheduling of work. Job Skills o Performs general administrative duties to include photocopying coordinating meetings appointments file maintenance typing faxing ordering maintaining supplies arranging travel preparing and or sorting mail. Drafts letters memos reports presentations and other materials. Compiles records tracks and verifies accuracy of data. Answers questions related to established policies and procedures and directs people to the appropriate resource. Supervision Received o Works under limited supervision and receives detailed instructions for new assignments. Consequence of Errors o Errors can be detected and corrected with relatively minor effect on the organization. Contacts o Serves as a point of contact for internal and external customers. Maintains contacts and networks across division location. Contacts involve obtaining or providing information or data requiring some explanation or interpretation. Quality Systems Duties and Responsibilities Build Quality into all aspects of their work by maintaining compliance to all quality requirements.