Administrative Assistant II

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:

Administrative Assistant II

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.
• Free medical coverage for employees* via the Health Investment Plan (HIP) PPO
• 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 position works out of our Santa Clara, CA., location in the Structural Heart Medical Device division. Our business purpose is to restore health and improve quality of life by designing and providing device and management solutions for treating structural heart disease.

What You'll Work On

•Responsibilities include all administrative functions of the department: answering phones, calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, handling teleconference and setups, acting as a liaison for remote access issues.

•Manage/coordinate Medical Advisory (MA) Boards and off-sites. Be an integral member of the MA Operations Office that will also cover investigator sponsored studies, research grants, and other MA office administrative functions.

•May include some support for tracking budget expenditures.

Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.

•Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).

•Orders business cards and stationery.

•Uses intermediate to advanced software skills to perform work assigned.

•Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel Web site, and employee performance management systems (as applicable).

•Coordinates new employee office set-ups and onboarding.

•May train/coordinate work for new administrative assistants.

•Consistently interacts with high-level executives.

•Intermediate to advanced knowledge and understanding of business processes and requirements.

•Frequently handles confidential or business-sensitive information.

•Data is typically employee-level or one-dimensional.

•Maintains and manages calendars, including meeting and travel scheduling and domestic and international travel arrangements for the CMO/DVP, US-based Medical Directors; and other Directors as needed.

•Proactively identifies and resolves scheduling conflicts.

•Primary point of contact for manager’s schedule.

Required

• High school degree or equivalent required.
• Minimum of four plus years of progressively more responsible business administrative experience or a related AA degree and a minimum of two plus years of progressively more responsible business administrative experience
• Strong organizational and follow-up skills, as well as attention to detail.
• Demonstrated experience with Microsoft Outlook, Excel, PowerPoint, Word, and Sharepoint.
• Demonstrated oral and written interpersonal, communication, organizational skills.
• Must be adept at solving problems and handling multiple assignments.
• Ability to work within a team and as an individual contributor in a fast-paced, changing environment.
• Ability to engage others to accomplish project