Office Mgt Support cum Marketing Administrative

Administrative Support

• Provide calendaring support to the assigned Vice President(S)

• Provide travel arrangements support to the assigned Vice President and Directors

• Provide Concur support (expense claim) to the assigned Vice President

• Assist in the preparation of business presentations and materials, collating data, and consolidating of

reports from the region

• Manage/assist in the logistic arrangement of regional meetings, training, and workshops – hotel,

transportation, visa application, etc.

• Co-ordinate and assist in accommodation /airport transfers /meals for meetings/ workshops

• Provide support for Overseas Seminars and Conferences. Assist in setting up prior to the start and the

clearance post-meeting/workshop

• May be responsible for various components of project assignments. Include developing and adhering

to timetables, securing vendor estimates, and ensuring vendor quality. Overseeing the execution of

project deliverables. May conduct research, compile and analyze information for reports to make

decisions or recommendations

• Manages work in a confidential manner, ensuring information is shared with internal and external

individuals appropriately; provide guidance to peers as necessary regarding proprietary information

• Support other ad-hoc duties as assigned by the Office Manager

Office Management

• Assist in the administration of new hire – requisition of laptop, security passes, workstation and

conduct a brief orientation of the office premises

• Develop documents and administer procedures. Provides guidance to and may train others on those

procedures

• Maintain appropriate levels of office supplies consistently with firm purchasing practices

• Answering the phone and handling queries

• Coordinates office management activities – e.g. Fire warden, renovation

Marketing Support and Management

• Collaborates with cross-functional teams to lead and/or support the organization of events and meetings, while following established guidelines, processes, and tools

• Organize and plan for events/ meetings by ensuring documentation and back end approvals are in place on time

• Ensure on-site support for customer education, engagement and marketing programs (booking meeting rooms, event

registration and attendance, end to end event support, support congress booth set up etc.

• Communicates proactively to all levels of management and stakeholders

• Fosters strong relationships with key customers, both internal and external

• Able to collaborate with identified vendors to ensure that initiatives meet objectives.

• Directs and initiates solutions in support of continuous improvement

• Defines, tracks, and maintains budgets

• Manages and ensures consistency in the Boston Scientific brand

• Assist in the planning of internal events (Townhalls, Kick-off meetings, President's Club, etc)

• Assist in the planning of community engagement events (Caring Week, STEM, Season of Giving)

Qualifications & Experience:

• Possess at least a degree in any discipline

• At least 5 years of progressive experience in a similar role with a large, complex multi-national

company

• Familiarity and work experience with markets in the Asia Pacific region. Fluency in an additional language in

the Asia Pacific region would be an advantage

• Experience in a corporate environment organizing, planning and running meetings and events. Support and

organizing. Healthcare experience preferred to understand strict compliance rules

• Excellent communication skills, both verbal and written

• Proficiency in Microsoft Excel, Word, and PowerPoint

• Highly organized, detail-oriented, and work with a high degree of accuracy

• A good team player with strong interpersonal skills and able to work independently

• Manages work in a confidential manner, ensuring information is shared with internal and external

individuals appropriately; provide guidance to peers as necessary regarding proprietary information

• Able to demonstrate good judgment and is self-motivated

• Ability to multitask and meet changing and challenging deadlines

• Strong vendor management skills

• Must have demonstrated ability to develop and maintain strong relationships with stakeholders.

• Ability and flexibility to travel to provide on-site support as required