Executive Assistant

4 weeks ago

Chicago, Illinois, United States Abbott Full time
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.

+ Free medical coverage for employees* via the Health Investment Plan (HIP) PPO

+ 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**

This position works out of our Abbott Park, IL location in the CHR Corporate Human Resources division.

Are you a stellar assistant with a customer-focused attitude? Does the idea of learning about Abbott's different divisions appeal to you? Consider joining us. The Executive Services team is seeking an executive-level assistant to join the STAR program, now in its 52nd year of providing support to Abbott's leaders.

STAR is an acronym for Specialized Temporary Administrative Resource. Don't let the word temporary scare you, though. STAR Executive Assistants are full-time Abbott employees.

The STAR Executive Assistant team works together to provide interim support to leadership at all levels of the organization, including the Executive Suite, when assistants are out of the office (vacation, leave of absence, etc.). STAR Executive Assistants also provide interim support during administrative position vacancies, times of excessive workload and to support special projects.

**What You'll Work On**

Answering phones, calendar management (Outlook), scheduling travel and preparing expense reports (Concur), meeting/event planning, creating or modifying business documents, spreadsheets and presentations (Microsoft Office) from source material; processing invoices (SAP Ariba and SharePoint); receiving and directing visitors, 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. Will assist with overflow work from executive assistants and fill in for other executive assistants as needed. Sensitivity to confidential matters is required.

**Other duties include:**

+ Manage correspondence and schedule couriers, teleconference, videoconference, and telepresence (Teams, WebEx, Zoom) meetings; mobile phone setups, acting as a liaison for remote access issues.

+ Coordinate domestic and international travel arrangements, including visas, passports, and inoculation.

+ Order business cards, stationery, and departmental office supplies.

+ Assist with projects, including basic project management, basic research, and drafting communication.

+ Coordinate new employee office set-ups and onboarding. May train/coordinate work for new administrative assistants.

+ Use and understand Microsoft Office Suite, Teams and other business-specific software, including the Corporate Travel Web site, and Workday (employee performance management systems).

+ Comply with applicable Corporate and Divisional Policies and procedures.

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

**Position Accountability / Scope:**

+ Strong executive presence. Interacts with high-level executives daily.

+ Consistently handles confidential or business-sensitive information. Data is typically organizational or multi-dimensional. Maintains confidentiality.

+ Prioritizes workload, balancing multiple requests for assistance.

+ Establishes good working relationships with client areas. Builds rapport and trust with others.

+ Anticipates the needs of executive level management and takes initiative to resolve issues with the appropriate level of urgency.

+ Completes tasks independently with a strong attention to detail. Adheres to executive processes and guidelines.

+ Exhibits critical thinking skills, adaptability, and integrity.

+ Manages and maintains calendars, proactively identifying and resolving schedule conflicts.

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

+ Provides seamless transition into and out of assignments, from one STAR Executive Assistant to another.

+ Works in various office buildings in Lake County as assigned by program manager

**Required Qualifications**

+ High school diploma or equivalent

**Preferred Qualifications**

+ 7+ years of experience or equivalent

+ Works independently with a strong attention to detail.

+ Advanced knowledge of the Microsoft Office Suite, Visio or OrgPlus, international and domestic travel and expense reporting and event coordination

* 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.

**Learn more about our health and wellness benefits, which provide the security to help you and your family live full lives:**

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