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:

This position works out of our Santa Clara, CA site supporting the Divisional Vice President of Enterprise Accounts in Medical Device.  In your role as the Administrative Assistant,  you will provide administrative support and coordination to the DVP of Enterprise Accounts by completing special assignments and projects as required to enable efficient operations within a Medical Division division.    This individual will interact with key internal and external stakeholders, so a high level of professionalism is required.

What You’ll Work On

• Assists with meeting arrangements, calendar management, travel arrangements, expense reimbursement, invoice processing and other administrative tasks as required.
• Attend leadership meetings and take action notes.
• 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, inputs and comments from multiple stakeholders – demonstrated proficiency with MS Excel and PowerPoint is especially critical.
• Submits invoices payment processing.
• Sending monthly reviews and employee announcements for the Enterprise Accounts.
• Provides general office support which may include, but are not limited to; mail distribution, answering telephones, filing, catering, ordering supplies, etc.
• Prepares and updates reports, memoranda, and correspondence as required
• Applies a high attention to detail and creates a high degree of organization to ensure high quality work product and adherence to deadlines. Must be very detail oriented, organized, 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.
• Timesheet/invoice submission for consulting services.

We’re excited about you if you have:

Required Qualifications

• High School diploma or equivalent.
• 3+ years of administrative experience.
• Highly- skilled in providing administrative support to leaders at the top level of an organization.
• Event management experience.
• Proficient in the use of the Microsoft Office Suite products i.e. Outlook, Word, Excel, Visio, PowerPoint, Project SharePoint. 
• Proficient with managing and submitting Concur expense reports
• Proficient with scheduling and reserving travel (Domestic/International ) for the executives’ travel needs via Concur.
• Excellent interpersonal, written, and verbal communication skills.
• Demonstrated ability to handle difficult situations and/or communications tactfully and professionally.
• Ability to maintain confidential data
• Able to work with people at all levels of the organization.
• Ability to handle multiple priorities and operate with a sense of urgency as required.

Preferred Qualifications

• Bachelor’s degree

The base pay for this position is

$27.00 – $54.00/hour

In specific locations, the pay range may vary from the range posted.

JOB FAMILY:Administrative Support

DIVISION:MD Medical Devices

LOCATION:United States > Santa Clara : Building A - SC

ADDITIONAL LOCATIONS:

WORK SHIFT:Standard

TRAVEL:Yes, 5 % of the Time

MEDICAL SURVEILLANCE:Not Applicable

SIGNIFICANT WORK ACTIVITIES:Keyboard use (greater or equal to 50% of the workday)

Abbott is an Equal Opportunity Employer of Minorities/Women/Individuals with Disabilities/Protected Veterans.

EEO is the Law link - English: http://webstorage.abbott.com/common/External/EEO_English.pdf

EEO is the Law link - Espanol: http://webstorage.abbott.com/common/External/EEO_Spanish.pdf