Executive Assistant PI VP EMEA

Location:

Diegem – Brussels, Belgium

Salary:

Competitive

Type:

Permanent

Main Industry:

Search Secretarial, Office & Administration Jobs

Other Industries & Skills: 

Legal

Advertiser:

Boston Scientific

Job ID:

131329798

Posted On: 

15 November 2024

Additional Locations: France-Île-de-France; Germany-Düsseldorf; Ireland-Galway; Italy-Milan; Netherlands-Kerkrade; Spain-Madrid; United Kingdom-Hemel Hempstead

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.

Executive Assistant VP PI EMEA

THIS ROLE CAN BE BASED IN MILAN, MADRID, LONDON, PARIS, DUSSELDORF, WARSAW

About the Role

As the Executive Assistant, you will support both the EMEA PI VP and the wider PI EMEA Leadership Team. In this highly visible role, you will collaborate and interact with senior stakeholders both within and outside the organization, showcasing your strong communication, interpersonal, and relationship-building abilities. This is an excellent opportunity for those looking for a fast paced, dynamic role in a busy environment. You will report directly to the VP PI EMEA.

Responsibilities

-Support EMEA PI VP in the following areas:
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-Research & prepare comprehensive travel itineraries optimizing time, budget, and efficiency.
-Management of travel expense reports.
-Arrange internal and external meetings & events within specified budget to include booking of venue, facilities, equipment, catering, invitations & agendas.
-Produce documents and reports, Excel spreadsheets, PowerPoint presentations, letters as required. (Including documents which may be of a highly confidential and sensitive nature.)
-Provide confidential complex calendar management, proactively identifying any potential challenges or conflicts.
-Support EMEA PI Leadership team in following areas:
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-Monthly Divisional meetings:
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-Logistics & invoice management.
-Agenda (in cooperation with the Chief of Staff)
-Meeting attendance / Minutes / Action Items recording.
-Attending face-2-face meetings
-Weekly Staff calls:
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-Agenda (in cooperation with the Chief of Staff)
-Technical Support (technology preparation, open virtual meeting, recording, polls…).
-Call attendance / Minutes / Action Items recording.
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-PI Grant Committee coordination:
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-IRF, budget.
-Country and FP&A liaison.
-YALTO interaction
-Manage enquiries and process
-Corporate Communication:
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-Quarterly Webcast: agenda, presentations, technical preparation, surveys and feedback (in collaboration with Comms)
-Monthly Newsletters: input and collaboration with the CorpComm team, providing information and ideas to collect for the newsletter.
-Other internal communication
 

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-Yalto Super User for PI EMEA
-Coordinate creation of EMEA PI Annual Org Calendar (congresses, events, country coordination, internal meeting alignment).
-Support logistics of Global Senior Management visits to the region.
-Other LT invoice management.
-Organization of other management meetings & events (DSM/STC) and on-site support
-Ensures awareness and compliance with applicable standard operating procedures to meet, comply and champion all quality and regulatory commitments of Boston Scientific.
-This list is not exhaustive and other duties may be assigned as required to meet the business needs.

Job Scope and Levelling Guidelines

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-Knowledge: 
A developing professional. Working knowledge and application of business and technical concepts, procedures and practices. General knowledge of industry practices, techniques, and standards. General understanding of business unit/group function. Exercises judgment when interpreting company policies and procedures to resolve a variety of issues.
-Problem Solving: 
Develops solutions to a variety of problems of moderate scope and complexity where analysis of situations or data requires a review of identifiable factors. Exercises judgment to determine appropriate action. Has knowledge of alternatives and an understanding of their impact on the business or technological environment.
-Planning and Organization: 
Plans, organizes, and prioritizes own daily work routine to meet established schedule.
-Discretion/Latitude; Supervision Received; Decision Making: 
Works under general direction regarding the progress of projects and special assignments. May seek guidance in resolving problems, interpretating established policies, procedures and practices. Work is reviewed for soundness of judgment.
-Business Relationships and Project Management: 
Cultivates a wide range of internal business relationships and begins to develop an external network of resources to facilitate completion of tasks. May lead a project team of small to moderate scope. Influence exerted at peer level and occasionally at first levels of management.
-Impact: 
Contributes to the completion of departmental projects and goals. Errors in judgment, poor recommendations, or failure to achieve results would normally require a moderate expenditure of resources to rectify.
-Liaison: 
Engages with internal company and external contacts. Represents organization on specific projects. Uses diplomacy and tact in interactions and problem solving.
-Mentoring: 
Provides guidance to less experienced staff.
 

Skills and Qualifications

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-4+ years’ experience in executive assistant role reporting directly to senior management.
-Excellent written and verbal English language skills. Additional languages advantageous.
-Strong time-management skills and the ability to organize and coordinate multiple projects concurrently.
-Strong attention to detail and solutions-oriented mindset.
-Makes decisions using independent judgment under only general guidelines.
-Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems.
-Familiarity with office systems and company communication applications.
-Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge.
-Ultimate discretion and confidentiality.
-PA diploma or certification is advantageous.

Our offer

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-Attractive benefits package.
-Possibility to make an impact.
-Fast growing and innovative environment.
-A team-oriented company culture.
-International opportunities.

Interested? Please apply online with your CV in English.

Requisition ID: 594378

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 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 and look forward to connecting with you!

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