Office & Marketing Admin Specialist

Boston Scientific Gruppe; Singapore; On-site; SGD 45,000 - 60,000; Full time

Job summary

A global medical device company is seeking an Administrative Coordinator to support executives and ensure efficient office operations in Singapore. The role includes calendar management, travel arrangements, event planning, and interfacing with internal and external stakeholders. Candidates should have a Bachelor's degree and relevant experience in a multinational setting. Strong communication and organizational skills are essential. The company values diversity and innovation, offering opportunities for personal and professional growth.

Qualifications

• 3–5 years of experience in a similar role in a large multinational company.
• Strong familiarity with diverse markets in the Asia Pacific region.
• Excellent verbal and written communication skills.
• Proven ability to maintain confidentiality.

Responsibilities

• Provide comprehensive calendar management for assigned Vice President(s).
• Arrange travel logistics for executives, including accommodation.
• Coordinate office management activities and new hire onboarding.
• Support planning and execution of customer education and marketing programs.

Skills

Calendar management

Event planning

Communication skills

Organizational skills

Multitasking

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Job description

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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.

Purpose Statement

This role is responsible for organising and coordinating office and marketing operations and procedures to ensure organisational efficiency and effectiveness. The incumbent is also required to provide support to the Vice Presidents and Directors in the Singapore Headquarters and is part of the administrative team based in Singapore.

Key Responsibilities

Admin support (70%)

• Provide comprehensive calendar management for assigned Vice President(s).
• Arrange travel logistics for assigned Vice President(s) and Directors, including flights, accommodation, and itineraries.
• Manage Concur expense claims for the assigned Vice President.
• Assist in preparing business presentations, reports, and regional materials, including data collation and consolidation.
• Coordinate logistics for regional meetings, training, and workshops, such as hotel bookings, transportation, and visa applications.
• Facilitate arrangements for accommodation, airport transfers, and meals for meetings and workshops.
• Provide on‑site support for overseas seminars and conferences, including setup prior to the event and post‑event clearance.
• Support project assignments by developing timelines, securing vendor estimates, ensuring vendor quality, and overseeing project deliverables.
• Conduct research, compile data, and analyse information for reports to support informed decisions and recommendations.
• Manage confidential information appropriately and guide peers regarding the handling of proprietary information.
• Perform ad‑hoc administrative tasks as assigned by the Office Manager.

Office Management

• Support new hire onboarding, including laptop requisition, security pass issuance, workstation setup, and office orientation.
• Develop and manage administrative documents, processes, and procedures; provide guidance and training to others as needed.
• Maintain adequate office supplies in line with company purchasing practices.
• Handle incoming calls and general enquiries.
• Coordinate office management activities, such as fire warden responsibilities and office renovations.

Marketing Support & Management (30%)

• Collaborate with cross‑functional teams to lead and support events and meetings, following established guidelines, processes, and tools.
• Plan and organise events/meetings, ensuring required documentation and backend approvals are completed on time.
• Provide on‑site support for customer education, engagement, and marketing programs (e.g., meeting room bookings, registration, attendance management, event setup, congress booth support).
• Communicate proactively with management and stakeholders across all levels.
• Build and maintain strong relationships with key internal and external customers.
• Work with approved vendors to ensure initiatives meet objectives and quality expectations.
• Initiate and implement continuous improvement solutions.
• Define, track, and manage budgets for events and marketing activities.
• Ensure alignment with and adherence to the Boston Scientific brand.
• Assist in planning internal events, such as Townhalls, Kick‑off Meetings, and President’s Club.
• Support the planning of community engagement activities, including Caring Week, STEM initiatives, and Season of Giving events.

Qualifications & Experience

• Bachelor’s degree in any discipline with 3–5 years of experience in a similar role within a large, complex multinational company; or a minimum diploma with 5–7 years of relevant experience in a large, complex MNC.
• Strong familiarity with and working experience across diverse markets in the Asia Pacific region.
• Proven experience in a corporate environment organising, planning, and executing meetings and events, with prior exposure to the healthcare industry preferred due to strict compliance requirements.
• Excellent verbal and written communication skills with the ability to interact professionally across all organisational levels.
• Proficient in Microsoft Excel, Word, and PowerPoint.
• Highly organised, detail‑oriented, and able to produce work with a high degree of accuracy.
• Strong team player with excellent interpersonal skills; able to work both collaboratively and independently.
• Demonstrates strong confidentiality practices, ensuring sensitive information is appropriately handled and shared; able to guide peers on proper management of proprietary information.
• Self‑motivated, with sound judgment and the ability to prioritise effectively.
• Capable of multitasking and managing changing, challenging deadlines.
• Proven ability to establish and maintain strong stakeholder relationships.
• Willingness and flexibility to travel to provide on‑site support when required.

Requisition ID: 612541

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!