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Administrative Assistant Ii
3 months ago
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.
**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.
- Health care and well-being programs including medical, dental, vision, wellness and occupational health programs. Participants who complete a short wellness assessment qualify for FREE coverage in our HIP PPO medical plan. Free coverage applies 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.
- A company that is recognized as one of the best big companies to work for as well as a best place to work for diversity, working mothers, female executives, and scientists.
**The Opportunity**
**What You’ll Work On**
- Assists Divisional Vice President with calendar management, travel arrangements, expense reports, invoice processing and other administrative tasks as required.
- Assists Divisional vice president with administrative support for meeting planning, townhalls, and agenda management for weekly, monthly, 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.
- , Assembles, and analyzes information; prepares reports, agendas, correspondence and memoranda as guided by general Abbott, Division and site policies and practices. Converts material to final form from rough drafts which contain technical terminology.
- Organizes, prepares and distributes essential personnel action documents such as Personnel Action Forms (PAFs), timesheets, requisitions, and job descriptions in order that actions needed by department are communicated to Human Resources.
- Organizes, prepares, and maintains department files, records, documentation, presentations, and other associated materials as directed.
- Organizes, prepares, and maintains copies of vendor contracts.
- Orders and maintains the office supply inventory for the department.
- Resolves and/or facilitates resolution of problems including identifying causes of problems to prevent re-occurrence of problems.
- Remains current on developments in field(s) of expertise.
- Performs related functions and responsibilities, on occasion, as assigned.
- Support all Company initiatives as identified by management and in support of Quality Management Systems (QMS), Environmental Management Systems (EMS), and other regulatory requirements.
- Complies with U.S. Food and Drug Administration (FDA) regulations, other regulatory requirements.
**EDUCATION AND EXPERIENCE YOU’LL BRING**
**Required**
- High School Diploma/GED
- Minimum 3 years previous administrative experience or equivalent.
- Proficiency with M/S Office Suite (Excel, Word, PowerPoint, Outlook)
- Organizational skills, attentiveness to detail and the ability to work under general supervision.
- Intermediate to advanced knowledge of Microsoft Office Suite, Adobe Acrobat, Visio or OrgPlus, and Lotus Notes or Outlook.
**Preferred**
- Associate’s or Bachelor’s degree.
- Workday and Concur experience is a plus.
- Strong verbal and written communications with ability to effectively communicate at multiple levels in the organization. Work cooperatively and productively with others.
- Demonstrated problem solving skills.
- Ability to take initiative and work independently.
- Anticipate challenges and opportunities proactively.
- Resourceful, effectively navigates through ambiguity and can force prioritize.
- Adept at handling multiple assignments in a timely manner while meeting assigned deadlines.
- Ability to understand and comply with applicable Food & Drug Administration (FDA) regulations and Company operating procedures, processes, policies and rules is essential.
- Able to use discretion and handle sensitive/confidential information.
- Experience in the biotech, bio-instruments, or medical devices industries.
- Experience working in a broader enterprise/cross-division business unit model.
- Ability to work in a highly matrixed and geographically diverse business environment.
- Ability to maintain regular and predic
