Administrative Assistant II – Medical Devices (on-site)

Abbott is a global healthcare leader that helps people live more fully at all stages of life. Our portfolio of life-changing technologies spans the spectrum of healthcare, with leading businesses and products in diagnostics, medical devices, nutritionals and branded generic medicines. Our 114,000 colleagues serve people in more than 160 countries.

     

JOB DESCRIPTION:

Working at Abbott

At Abbott, you can do work that matters, grow, and learn, care for yourself and your family, be your true self, and live a full life. You’ll also have access to:

• Career development with an international company where you can grow the career you dream of.
• Employees can qualify for free medical coverage in our Health Investment Plan (HIP) PPO medical plan in the next calendar year.
• An excellent retirement savings plan with a high employer contribution
• Tuition reimbursement, the Freedom 2 Save student debt program, and FreeU education benefit - an affordable and convenient path to getting a bachelor’s degree.
• A company recognized as a great place to work in dozens of countries worldwide and named one of the most admired companies in the world by Fortune.
• A company that is recognized as one of the best big companies to work for as well as the best place to work for diversity, working mothers, female executives, and scientists.

The Opportunity

This Administrative Assistant II position works out of our Sylmar, CA location supporting the Digital Solutions and Medical Device Function.

As the Administrative Assistant you will provide primary administrative and overall support and coordination for the DVP of Digital Solutions, Directors and team. As the Administrative Assistant you will complete special assignments and projects as required to enable efficient departmental operations.  This individual will interact with key internal and external stakeholders so a high level of professionalism is required.

What You’ll Work On

• Assists Divisional Vice President and Directors with calendar management, travel arrangements, expense reimbursement, invoice processing and other administrative tasks.
• Assists Divisional Vice President with administrative support for meeting planning, townhalls, and agenda management for bi-weekly and quarterly leadership team meetings.
• Assists Divisional vice president with tracking department activities and key metrics including changes in org charts, budget/invoices, quarterly progress against goals, completion of assigned trainings, vacation utilization, and travel.
• Develop and format presentation materials and prepare and update reports as required.
• May be called upon to prepare quarterly reports for executive leadership in PowerPoint and Word
• May be called upon to serve as functional representative/coordinator for corporate team building campaigns such as Abbotts annual fitness challenge and volunteer programs
• Responsible for initiating new projects including contracting, opening POs and managing invoices/ payment processing.
• Assist in supporting activities associated with the strategic planning and coordination of content from multiple direct reports
• Provide general office support which may include, but are not limited to; SharePoint management; mail distribution, answering telephones, filing, catering, ordering supplies, etc.
• Assess organizational, communication and reporting needs to ensure optimum performance within the department. Talent is expected to proactively contribute to process improvement by identifying opportunities to work smarter and training teams to explore new ways of working.
• Leads special projects as assigned.
• Understands all Abbott corporate compliance policies as they relate to travel, expenses and the department.

Required Qualifications

• High School Diploma/GED
• Minimum 3 years of executive level administrative experience
• Proficiency with M/S Office Suite (Excel, Word, PowerPoint, Outlook)
• Strong verbal and written communications with ability to effectively communicate at multiple levels in the organization
• Demonstrated problem solving skills
• Ability to take initiative and work independently
• Anticipate challenges and opportunities proactively
• Resourceful, effectively navigates through ambiguity and can forc