United States, California, Administrative Coordinator jobs

As an Executive Support Coordinator (ESC), you’ll provide high-level administrative support to the organization. This role involves providing in-office support for local and visiting PPMDDs as well as supplemental in-office assistance. May also assist with tax, backup and interim support for PPMDDs with executive assistants on extended leaves. May also assist and coordinate local office events. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to manage multiple tasks in a dynamic environment. You’ll be a key member of a team using your experience, skills and knowledge of organizational policies, procedures and practices to help achieve the goals of the business. You’ll present information to inform recommendations on business processes and be part of a high performing, diverse and inclusive team sharing best practices.

Your key responsibilities

• Assist in the planning, organization, and execution of local office events, including team meetings, training sessions, and corporate gatherings in compliance with meeting and events policy and process and in collaboration with CBRE as necessary
• Coordinate with Meeting and Events team on logistics such as venue selection, catering, and materials preparation to ensure successful event delivery
• Prepare and organize materials for onsite meetings, presentations, and reports, ensuring all necessary documentation is readily available
• Develop and maintain relationships with internal personnel at all levels to complete support activities
• Manage and coordinate small projects and track progress
• Leverage strong working knowledge of applicable firm and service line quality, risk and confidentiality policies and guidelines in daily business operations
• Apply and share knowledge obtained on firm technology, work processes, resources, structure and business of the firm/service line/functional group
• Use firm knowledge, tools and network of resources to execute on deliverables and solve problems that arise to meet customers’ expectations
• Maintain documents on appropriate file servers and repositories, aid in the adherence to and reinforcement of record retention policies
• Act as a backup for other executive assistants during absences or peak workloads, ensuring continuity of support for executives which may include booking travel arrangements, processing and tracking business expenses in compliance with firm policy
• Collaborate with the executive support team to facilitate smooth operations and effective communication

Skills and attributes for success:

• Highly skilled attention to detail and self-assurance of quality of work performed or reviewed
• Ability to effectively manage conflicting priorities, organize workflow, anticipate customer needs and independently leverage alternative resources to achieve optimal operational excellence
• Proactively coach and share knowledge with colleagues
• Gain knowledge and develop and demonstrate advanced working knowledge of firm structure, service lines, key personnel, software and organizational policies and procedures
• Work independently with minimal supervision

To qualify for the role, you must have

• Ability to provide in-office support five days a week
• 4+ years of relevant business experience or combined no less than 2 years relevant experience and associates or higher degree
• Proficiency in MS Word, Excel, PowerPoint, Teams and Outlook
• Proficiency in automated calendar management tools (e.g. Outlook) and various IOS and Android mobile devices

• Proficiency in MS SharePoint

What we offer you
At EY, we’ll develop you with future-focused skills and equip you with world-class experiences. We’ll empower you in a flexible environment, and fuel you and your extraordinary talents in a diverse and inclusive culture of globally connected teams. Learn .

• We offer a comprehensive compensation and benefits package where you’ll be rewarded based on your performance and recognized for the value you bring to the business. The base salary range for this job in all geographic locations in the US is $46,900 to $98,000. The base salary range for New York City Metro Area, Washington State and California (excluding Sacramento) is $56,300 to $111,400. Individual salaries within those ranges are determined through a wide variety of factors including but not limited to education, experience, knowledge, skills and geography. In addition, our Total Rewards package includes medical and dental coverage, pension and 401(k) plans, and a wide range of paid time off options.
• Our expectation is this is 100% in office job.
• Under our flexible vacation policy, you’ll decide how much vacation time you need based on your own personal circumstances. You’ll also be granted time off for designated EY Paid Holidays, Winter/Summer breaks, Personal/Family Care, and other leaves of absence when needed to support your physical, financial, and emotional well-being.

As an Executive Administrative Coordinator, you will provide high-level, functionally specialized administrative, project and operational support to multiple executives of the firm who hold designated leadership positions. You will be closely aligned and integrated with the operations, strategies and business objectives of senior leaders with visibility across their network. You will proactively identify the needs and challenges of the executive, identifying effective solutions and ensuring that all necessary preparations and support are in place to enable the executive's success. You will track, coordinate and execute on confidential projects, applying judgment and selecting methods for meeting objectives. As a representative of the executive leaders, you will foster sophisticated relationships and interact with internal and external clients and stakeholders.

Your key responsibilities

• Manage daily execution of administrative services for eligible partners, principals, managing directors and directors
• Apply specialized knowledge of service line, sector and operations role of executive to make independent decisions to accomplish project, administrative and operational objectives
• Apply an in-depth understanding of the key drivers affecting the leader’s role and business priorities to administrative and project coordination
• Identify and resolve administrative issues and challenges, analyze problems and implement solutions to improve efficiency and productivity
• Build and foster relationships with internal and external business leaders and stakeholders and their administrative staff to support business objectives
• Protect confidential/proprietary information and manage data and records securely
• Demonstrate high level firm/service line knowledge of QRM policies
• Independently compose, format and edit non-technical business documents in conjunction with leader executives and appropriate internal communications professionals
• Liaise with service line and core business service personnel to track and coordinate executive work/projects; manage information and respond to requests accurately and promptly
• Compile, review and analyze markets and budget reports to create tracking reports, identify action items, coordinate follow up and prepare meeting materials
• Anticipate and apply knowledge of leaders’ priorities to manage complex and constantly changing calendars
• Coordinate domestic/international travel, internal and external events, meetings and conferences within scope leveraging appropriate resources

Skills and attributes for success

• Complex problem solving within realm of role responsibilities, using strong analytical, organizational and research skills
• Independent decision maker exercising discretion/judgment
• Assimilate unfamiliar issues rapidly
• Proactively escalate identified or potential issues
• Ability to communicate effectively and professionally with all levels including senior leaders with sensitivity to matters that require diplomacy
• Navigate organizational structures, changing environments and sensitive relationships
• Prioritize and perform multiple tasks simultaneously
• Advanced skills in MS Word, Excel, PowerPoint, Teams, SharePoint and Outlook
• Work independently

To qualify for the role, you must have

• BA/BS degree or relevant experience
• 8-10 plus years of experience
• Typically, no less than 5 - 7 years relevant experience
• Flexible for overtime as required. Vacation dependent on business needs and cycles.
• Work primarily onsite in the EY office, client or meeting site as determined.
• Must be flexible to travel

Ideally, you’ll also have

• 5+ yrs. exp supporting senior leadership level executives in large organization or firm
• Project coordination experience

You’ll develop and implement administrative strategic plans as well as establish and maintain performance measurements. You’ll also monitor financial and operational performance in accordance with established administrative services parameters. You’ll need to understand the structure and business of the organization and clients they support to effectively manage resources and processes. We’ll look to you to effectively lead and develop individuals and teams by using people management processes and tools that involve staffing, training, supervising, coaching and performance management to achieve optimal performance. You’ll be part of a high-performing, diverse and inclusive team sharing best practices.

Your key responsibilities

• Manages workflow and negotiates assignments for executive assistants based on client need and resources
• Solicits on going feedback from customers to evaluate and coach executive assistants on their performance
• Sets up full project plans including; objectives, milestones, priorities, team, calendar and nature of deliverables
• Focuses on potential project issues to prioritize; resources, timing, quality, scope and risk
• Demonstrates proactive business development by initiating discussions with existing clients on possible additional work and satisfaction with current support
• Coordinates and assists with budget planning and is responsible for operating within approved budget
• Must meet or exceed the needs of our internal clients by partnering with other groups within the matrix organization, cultivating those relationships, aligning people and processes, and identifying workplace efficiencies to add value.
• Anticipates what customers want and follows up to check that internal customers are completely satisfied
• Creates a knowledge transfer culture within a team
• Participates on national or area projects

Skills and attributes for success

• Ability to work with all levels within the firm and build solid relationships with internal groups
• Exercises influence at many levels of the organization
• Proactively identify and address project risks and opportunities
• Ability to manage multiple tasks in a fast-paced environment
• Can pinpoint alternative solutions when necessary
• Excellent communications skills, attention to detail and strong organizational skills
• Project management experience
• Ability to instill confidence and provide leadership in managing people

To qualify for the role, you must have

• Bachelor's degree in a related discipline, or equivalent work experience
• 8-10 plus years of experience
• 3 plus years of experience managing people
• Proficiency in MS Word, Excel, PowerPoint, Teams and Outlook

Ideally, you’ll also have

• Strong MS Office (e.g., Outlook, Word, Excel) and various IOS and Android mobile devices
• Proficiency in MS SharePoint

You’ll implement administrative strategic plans as well as maintain performance measurements for a customer base of 650-1,500 people. You’ll also monitor financial and operational performance in accordance with established administrative services parameters. We’ll look to you to effectively lead and develop individuals and teams by using people management processes and tools that involve staffing, training, supervising, coaching and performance management to achieve optimal performance. You’ll be part of a high-performing, diverse and inclusive team sharing best practices.

Your key responsibilities

• Manages, counsels and negotiates assignments for approximately 30 executive assistants based on client need and resources
• Solicits ongoing feedback from customers to evaluate and coach executive assistants on their performance
• Sets up full project plans including; objectives, milestones, priorities, team, calendar and nature of deliverables
• Demonstrates proactive business development by initiating discussions with existing internal customers on possible additional work and satisfaction with current support
• Coordinates and assists with budget planning and is responsible for operating within approved budget
• Meets or exceeds the needs of our internal customers by partnering with other groups within the matrix organization, cultivating those relationships, aligning people and processes, and identifying workplace efficiencies to add value
• Creates a teaming and knowledge transfer culture
• Participates on national projects
• Collaborates across virtual teams to promote seamless service to customers

Skills and attributes for success

• Ability to work with all levels within the firm and build solid relationships with internal groups
• Exercises influence at many levels of the organization
• Proactively identify and address project risks and opportunities
• Identify and pinpoint alternative solutions when necessary
• Excellent communications skills, attention to detail and strong organizational skills
• Project management experience
• Ability to instill confidence and provide leadership in managing people

To qualify for the role, you must have

• Bachelor's degree in a related discipline, or equivalent work experience
• 6-8 plus years of experience
• 2 plus years of experience managing people
• Proficiency in MS Word, Excel, PowerPoint, Teams and Outlook

Ideally, you’ll also have

• Strong MS Office (e.g., Outlook, Excel, Word) and various IOS and Android mobile devices

• Proficiency in MS SharePoint

Strategic Leadership & Commercial Execution

• Develop and execute strategic plans for the product portfolio, ensuring alignment across internal and external teams.
• Translate customer needs into actionable strategies that drive adoption, market share, and revenue growth.

Cross-functional Collaboration & Communication

• Serve as the internal product expert and key point of contact across the organization, providing strategic insight, market context, and portfolio guidance.
• Collaborate with Sales Operations, Integrated Communications, Field Sales, and other stakeholders to develop innovative marketing programs and sales tools.
• Partner with international colleagues to align global strategy with local market insights and opportunities.

Analytics, Market Insights & Product Expertise

• Serves as a clinical and functional expert to external and internal customers and the broader organization: the "go-to" person for guidance, insight and questions on capital and disposable product portfolio
• Conduct regular financial analyses to assess performance, identify trends, and refine commercial tactics.
• Gather and synthesize feedback from key opinion leaders, customers, market research, and internal stakeholders to inform portfolio decisions.
• Leverage core marketing competencies such as segmentation, positioning, messaging, and channel strategy to support top- and bottom-line growth.

Required Qualifications:

• Bachelor’s degree required.
• Minimum of 6 years of experience in strategic marketing, product management, or commercialization roles, preferably within healthcare or medtech.
• Demonstrated ability to develop and execute go-to-market strategies and value propositions.
• Strong influencing skills, with the ability to lead cross-functional teams without direct authority.
• Proven experience working with customers and internal partners to drive results.
• Strong analytical skills and financial modeling capabilities, with a strong understanding of market dynamics and competitive positioning.
• Willingness to travel domestically and internationally up to 30%.

Preferred Qualifications:

• MBA or other advanced degree preferred.
• Experience with medically oriented or clinically regulated products.
• Familiarity with new product development processes and commercialization within regulated industries.
• Global mindset and experience collaborating with international teams to adapt strategies for local markets.

Compensation fornon-exempt (hourly), non-sales rolesmay also include variable compensation from time to time (e.g., any overtime and shift differential) and annual bonus target (subject to plan eligibility and other requirements).

Compensation forexempt, non-sales rolesmay also include variable compensation, i.e., annual bonus target and long-term incentives (subject to plan eligibility and other requirements).

For MA positions:It is unlawful to require or administer a lie detector test for employment. Violators are subject to criminal penalties and civil liability.

Please be advised that certain US based positions, including without limitation field sales and service positions that call on hospitals and/or health care centers, require acceptable proof of COVID-19 vaccination status. Candidates will be notified during the interview and selection process if the role(s) for which they have applied require proof of vaccination as a condition of employment. Boston Scientific continues to evaluate its policies and protocols regarding the COVID-19 vaccine and will comply with all applicable state and federal law and healthcare credentialing requirements. As employees of the Company, you will be expected to meet the ongoing requirements for your roles, including any new requirements, should the Company’s policies or protocols change with regard to COVID-19 vaccination.

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Job Purpose:

Reporting to the Senior Maintenance Engineer, the role of Maintenance Technician is to provide electrical and mechanical maintenance support to ensuring that equipment asset performance is maximised. A high maintenance standard is a must as is adherence to quality standards and safety.

Key Responsibilities:

• Maintain Planned Preventative Maintenance through CMMS System (BMRAM)
• Carry out the maintenance of production process equipment, to include planned preventative and unplanned maintenance tasks.
• Carry out detailed root cause analysis on breakdowns to implement corrective repairs. Review planned preventative maintenance procedures (PM’s) to improve their quality and effectiveness and manage amendments to same though the Senior Maintenance Engineer and/or CMMS admin where appropriate.
• Provide support to the Line support team and systems to maximise equipment uptime for the Value Streams in accordance with the requirements of the business.
• Assist the department in achievement of world class equipment uptime (M.T.T.R. and M.T.B.F. metrics) through the utilisation of downtime and OEE (Overall Equipment effectiveness) data.
• Work with Senior Maintenance Engineer and Value Streams to identify & implement projects for permanent solutions of known recurring equipment downtime issues. Promote an environment of continuous improvement and innovation in line with lean thinking and Operational Equipment Excellence.
• Participate and support the 5s + Safety program within the Value Streams & Equipment Management areas as appropriate.
• Promote and participate in the Maintenance departments Continuous Improvement Program.
• Reporting of work status on a timely basis to the Senior Maintenance Engineer and Value Stream team leaders as appropriate.
• Maintain log of activities carried out on equipment i.e. actual hours works, spare parts used, equipment downtime etc using the site Computerised Maintenance Management System (BMRAM).
• Ensure compliance to all aspects of the Company’s Health, Safety and Environmental procedures.
• Ensure all activities are carried out in accordance with the GMP requirements.

Education & Experience:

• NFQ Level 6 Higher certificate qualification in STEM, Automation Systems or or Mechatronics
• Relevant working knowledge of an FDA regulated industry and GMP requirements.
• Experience working in a Cleanroom environment
• Previous experience working with a CMMS (preferably BMRAM) in a maintenance role
• Minimum 3-5 years’ experience in a regulated manufacturing environment.
• Knowledge & Experience in OEE systems/software applications
• Strong electrical and electronic repair and diagnostic skills
• Strong mechanical systems problem solving & repair skills
• Experience in pneumatic fault finding and repair
• Experience with high-speed automated manufacturing equipment
• Experience with maintenance of Vision inspection systems
• Experience in the operation & programming of Programmable Logic Controllers, Drives, HMI’s etc.
• Demonstrate levels of theoretical knowledge with practical application.
• Good teamworking & communication skills
• Good computer skills.

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