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:

Working at Abbott

At Abbott, you can do work that matters, grow, and learn, care for yourself and 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 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 around the world and named one of the most admired companies in the world by Fortune

The Opportunity

We currently have an opportunity for an Administrative Assistant to support a Senior Vice President of the Abbott Vascular Division, based onsite in Santa Clara, CA. As part of the medical device business, our Vascular division has an industry-leading pipeline and a comprehensive portfolio of market-leading products for cardiac and vascular care, including products for coronary artery disease, vessel closure and endovascular disease. Our breakthrough medical technologies help restore people's health so they can get back to living their best lives, faster. We focus on innovative technologies that can improve the way doctors treat people.

In this role, you will provide primary administrative and overall support and coordination for the Abbott Vascular Divisional Vice President, Global Clinical Affairs. In addition, you will be responsible for completing special assignments and projects as required to enable efficient departmental operations and interacting with key internal and external stakeholders.

Responsibilities:

• Assist the Clinical Affairs Divisional Vice President with meeting arrangements, calendar management, travel arrangements, expense reimbursement, invoice processing, updating team on compliance deliverables and other administrative tasks

• Leads, organizes, and manages all details related to event planning for corporate onsite and offsite meetings

• Creates, edits and reviews, proofreads and manages complex documents, spreadsheets and presentations requiring aggregation of materials, input and comments from multiple stakeholders. Demonstrated proficiency with MS Excel and PowerPoint is especially critical to success in this role

• Submits invoices for payment processing in a timely manner

• Creates polished executive presentations and develops and edits departmental communications such as organizational announcements. Maintains and updates the SH org charts on a monthly basis

• Provides general office support which may include, but is not limited to: mail distribution, answering telephones, filing, catering, ordering supplies, etc

• Support new hire onboarding for employees and serve as a team member of various employee engagement projects

• Prepares and updates reports, memoranda, and correspondence as required

• Applies a high attention to detail and creates a high degree of organization to ensure quality work products and adherence to deadlines. Must be very detail oriented, organized and self-motivated to follow through on requests (without requiring follow-up) and perform professionally under pressure and with limited direction

• Leads special projects as assigned

• Performs other related duties and responsibilities, on occasion, as assigned  

Required Qualifications 

• High School or GED diploma

• 3+ years of experience of senior-level administrative experience, including providing administrative support and project coordination on behalf of leaders at the top level of an organization

• <