Admin Assistant

Boston Scientific; Penang; On-site; MYR 60,000 - 90,000; Full time

Job summary

Boston Scientific is seeking an experienced executive assistant in Penang to support senior leaders with calendar management, travel planning, and confidential administrative tasks.

You will coordinate meetings, prepare presentation materials, and maintain filing systems in a fast-paced global medical technology company.

Qualifications

• Diploma or Bachelor’s Degree in Business Administration, Management, Secretarial Studies, or related field.
• 3–5 years of experience in executive administration or executive support roles with strong calendar management.
• Experience coordinating domestic and international travel, including flights, hotels, and transportation.
• Proficient in preparing, editing, and formatting presentations, spreadsheets, reports, and meeting materials.
• Strong organizational, multitasking, and time management skills.
• Excellent verbal and written communication skills.
• High level of professionalism, discretion, and confidentiality.
• Proficient in Microsoft Office applications (Outlook, PowerPoint, Excel, Word).
• Ability to work independently, prioritize tasks, and support senior leaders in a fast-paced environment.

Responsibilities

• Composes and transcribes routine correspondence and memos, proofreading for grammar and flow.
• Maintains filing systems and organizes documents.
• Receives mail, calls and visitors and routes to appropriate staff.
• Prepares reports, graphs, and presentations using spreadsheets and graphics software.
• Acts as a source of company policies and procedures and answers routine questions.
• Schedules appointments and travel and maintains executive calendars.
• Plans conferences, meetings, and events, coordinating catering and AV equipment.
• Maintains confidentiality of employee and organizational data.
• Orders office supplies and arranges maintenance of equipment.
• Assists in establishing office policies and coordinating special projects.

Skills

Calendar management

Meeting coordination

Travel coordination

Microsoft Office

Communication

Discretion

Multitasking

Time management

Independent work

Education

BA/BS in Business Admin

Diploma or Bachelor’s Degree

Tools

Outlook

PowerPoint

Excel

Word

Job description

Purpose Statement

Responsible for performing administrative and clerical duties for individual(s) in an organization in order to relieve them of administrative details.

Purpose Statement

Responsible for performing administrative and clerical duties for individual(s) in an organization in order to relieve them of administrative details.

Job Responsibilities

• Composes and/or transcribes routine correspondence, letters, and memos. May proofread for grammatical construction, spelling and flow, and distribute to appropriate personnel.
• Maintains alphabetical, numerical or subject filing systems.
• Receives incoming mail, faxes, telephone calls and visitors and routes to appropriate department staff by exercising judgment regarding content and priority.
• Assists in the preparation of reports, graphs, and presentations using spreadsheet and graphic software.
• Acts as an informed source of company policies and procedures by answering routine questions or routing to appropriate employees for answers.
• Schedules appointments and travel; maintains up-to-date appointment calendar; ensures that the executive is informed at all times of scheduled commitments.
• Routinely plans and coordinates conferences, meetings and events by coordinating calendars, scheduling catering, ordering audio-visual equipment and working with facilities to ensure room configurations.
• 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.
• Orders office supplies and equipment, and performs or arranges for routine maintenance of basic office equipment.
• May assist in establishing office policies and procedures, and coordinate special projects and department activities.

Job Requirements

• Diploma or Bachelor's Degree in Business Administration, Management, Secretarial Studies, or related field.
• Minimum 3–5 years of experience in executive administration or executive support roles.Strong experience in managing complex calendars, meeting schedules, and resolving scheduling conflicts.
• Experience coordinating domestic and international travel arrangements, including flights, hotels, and transportation.Proficient in preparing, editing, and formatting presentations, spreadsheets, reports, correspondence, and meeting materials.Strong organizational, multitasking, and time management skills.
• Excellent verbal and written communication skills.
• High level of professionalism, discretion, and confidentiality.
• Proficient in Microsoft Office applications (Outlook, PowerPoint, Excel, and Word).
• Ability to work independently, prioritize tasks, and support senior leaders in a fast-paced environment.

About Us

As a global medical technology leader for more than 40 years, our mission at Boston Scientific (NYSE: BSX) is to transform lives through innovative medical solutions that improve the health of patients. If you’re looking to truly make a difference to people both around the world and around the corner, there’s no better place to make it happen.