Administrative Assistant

Boston Scientific; Województwo mazowieckie; Hybrid; PLN 21,000 - 30,000; Full time

Job summary

A leading medical device company is seeking an organized Administrative Assistant to provide vital support to the Marketing team. You will coordinate internal document flow, assist in event management, and ensure compliance with various requirements. The ideal candidate is proactive, detail-oriented, and fluent in English, with strong organizational skills. This role offers a hybrid work model and a comprehensive benefits package.

Benefits

Private healthcare (Lux Med VIP)

Multisport or Culture card

Lunch card

Life insurance

Language courses

Employee Assistance Program

Employee Stock Purchase Plan (ESPP)

Internal events & charity initiatives

Qualifications

• 1-3 years of experience in an administrative or support-oriented role.
• Experience in event or meeting coordination within the healthcare sector is a plus.
• Fluent in English with excellent verbal and written communication skills.

Responsibilities

• Coordinate internal document flow for HCP interactions.
• Support the organization of medical and commercial events.
• Manage travel arrangements and maintain communication with participants.

Skills

Organizational skills

Attention to detail

Proactive mindset

Interpersonal skills

Problem-solving skills

Tools

Microsoft Office Suite

CVENT

SAP

Concur

Job description

Overview

Additional Locations: N/A

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.

Administrative Assistant

We are seeking a proactive, highly organized, and detail-oriented professional to join our Business Support Central team as an Administrative Assistant. In this role, you will provide vital administrative and operational support to the Marketing team, helping to ensure the smooth execution of high-impact projects and international events.

As a trusted partner to the Sales & Marketing organization, you will play a key role in coordinating international congresses and meetings, ensuring compliance with internal and external requirements, monitoring budgets, and supporting a variety of marketing and business activities. You will act as a central liaison for internal teams, external agencies, and customers, ensuring efficient communication and seamless project delivery.

This is an excellent opportunity to join a global leader in the medical device industry, where your work will contribute to improving patient outcomes and advancing healthcare solutions.

Key Responsibilities

• Coordinate and manage internal document flow related to HCP interactions, ensuring compliance with corporate procedures (requests, contracts, invitation letters, pre- and post-event documentation, etc.).
• Ensure adherence to internal policies, HCP contractual obligations, and local legal requirements across multiple countries.
• Support the organization of medical and commercial events (webinars, advisory boards, sales meetings) – including registration of meetings in CVENT.
• Arrange travel and accommodation (flights, hotels, restaurants), manage event registrations, and maintain regular communication with participants.
• Collaborate with commercial colleagues, congress organizers, and external agencies to ensure all event logistics and deliverables are completed on time.
• Track and monitor team budgets and expenses; support purchase order creation and processing.
• Handle invoice processing, follow-up on payments, and monitor invoice status to ensure timely completion.
• Manage marketing materials stored in external warehouses (ordering, shipment coordination, stock monitoring).
• Serve as a reference contact for Sales & Marketing teams and international customers – providing information, addressing queries, and directing contacts to the appropriate resources.
• Collaborate with other Business Support team members, offering assistance as needed.
• Handle sensitive and confidential information in a professional and discreet manner.

Qualifications

• 1–3 years of experience in an administrative or support-oriented role, preferably within a multinational or service-driven organization.
• Experience in event or meeting coordination, ideally within the medical device or healthcare sector, is a plus.
• Proactive, service-oriented mindset with the ability to work both independently and collaboratively.
• Strong organizational, prioritization, and problem-solving skills.
• High attention to detail and eagerness to learn.
• Strong interpersonal and cross-functional collaboration skills.
• Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Word, Excel).
• Knowledge of digital tools and platforms (e.g., CVENT, SAP, Concur) is an advantage.
• Excellent verbal and written communication skills in English (fluency required).

What We Offer

• Hybrid work model.
• Work in an international, dynamic, and innovative environment.
• Access to cutting-edge tools and professional development programs.
• Career growth opportunities with mentoring, coaching, and global exposure.
• Comprehensive benefits package, including:
• Private healthcare (Lux Med VIP)
• Multisport or Culture card
• Lunch card
• Life insurance
• Language courses
• Employee Assistance Program
• Employee Stock Purchase Plan (ESPP)
• Internal events & charity initiatives

Requisition ID:612332

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!