Administrative Assistant

1 month ago

Abbott Park, United States Abbott Laboratories Full time

WHAT YOUâLL DO:

Provide advanced administrative support to one or more Divisional Vice Presidents and other managers/directors as assigned.  May provide back up support to higher-level management as needed.

Responsibilities include fielding and screening telephone calls; managing calendars (Microsoft Outlook); making travel, meeting and event arrangements; preparing expense reports (Concur & One Concur); processing invoices (SRM and SharePoint); receiving and directing visitors, word processing (Microsoft Word), creating spreadsheets (Microsoft Excel) and presentations (Microsoft PowerPoint), and filing in compliance with corporate and government regulations. Demonstrated ability to work well with all levels of internal management and staff, outside clients and vendors. Sensitivity to confidential matters is required.

Other duties include-

  • Manage correspondence and schedule couriers, Webex (Zoom) meetings; mobile phone setups, acting as a liaison for remote access issues.
  • Support for tracking budget expenditures.
  • Compliance with applicable Corporate and Divisional Policies and procedures.
  • Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
  • Order business cards, stationery, and departmental office supplies. 
  • Use intermediate to advanced software skills to perform work assigned.
  • Use and understands Microsoft Office Suite, Microsoft Teams, Microsoft Power Apps and other business-specific software, including the Corporate Travel Web site, and Workday (employee performance management systems).
  • Coordinate new employee office set-ups and onboarding.

Position Accountability / Scope:

  • Consistently interacts with high-level leadership.
  • Frequently handles confidential or business-sensitive information. Data is typically employee-level or one-dimensional.
  • Exhibits extraordinary attention to detail, critical thinking, adaptability and integrity.
  • Maintains and manages calendars, including meeting and travel scheduling and domestic and international travel arrangements.
  • Proactively identifies and resolves scheduling conflicts.
  • Adheres to processes and guidelines
  • Coordinates new employee office set-up and onboarding
  • May train/coordinate work for new administrative assistants
  • Follows onboarding procedures
  • Strong executive presence, interacts with high level leadership daily
  • Consistently handles confidential or business sensitive information

EDUCATION AND EXPERIENCE YOUâLL BRING

  • High school diploma or equivalent
  • 5+ years of experience or equivalent
  • Operates independently and works on own initiative
  • Advanced knowledge of Microsoft Office Suite, Microsoft Teams, Adobe Acrobat, Visio or OrgPlus, and Outlook required.  Microsoft Power Apps knowledge preferred.


The base pay for this position is $22.00 â $44.00 per hour. In specific locations, the pay range may vary from the range posted.

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