Administrative Assistant II

4100 Exact Sciences Corp; City of Rochester (NY); On-site; USD 32,000 - 65,000; Full time

Job summary

Abbott is seeking an Administrative Assistant II to support senior leadership in Cancer Diagnostics. You will manage calendars, coordinate meetings, and assist with budget processes while maintaining confidentiality and professional interactions across levels of the organization.

This role is customer-facing within the team and across Abbott, with responsibilities ranging from drafting correspondence to supporting events and note-taking for organizational records.

Qualifications

• Associate's degree in business administration or related field, or high school diploma with relevant experience
• 5+ years of administrative support experience with increasing responsibility
• Proficient in Outlook calendars, expense platforms, and budget reconciliation

Responsibilities

• Manage senior leadership calendars and coordinate internal/external requests
• Prepare correspondence and presentations, possibly from notes or files
• Assist with invoicing and budget reconciliation processes
• Support meetings and events, including logistics and attendance tracking
• Draft communications and help with team/ company-wide communications

Skills

Calendar management

Executive support

Microsoft Outlook

Excel

PowerPoint

Education

Associate's degree

High school diploma + 2 years experience

Tools

Microsoft Outlook

Microsoft Excel

Microsoft Word

PowerPoint

Job description

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 122,000 colleagues serve people in more than 160 countries.

Position Overview

The Administrative Assistant II is responsible for a variety of duties and responsibilities in support of Sr Leadership at Abbott, Cancer Diagnostics. This position provides technical and administrative support related to a variety of areas, including managing executive calendars, compiling, and analyzing data, coordinating events and meeting logistics, functional budget processes and expense reconciliation, managing team resources and supplies and serving as a coordination point for team documentation, meeting notes and archives. This is a customer‑facing position within the team and across the business and requires the need to manage concurrent activities and interact with individuals at all levels of the organization. Given the nature of the function, strong integrity, and ability to maintain confidentiality is key to the success of the position. This position interfaces with senior leaders, directors, managers, and visitors to gather and exchange information. This position can be based in our Madison, WI or Rochester, MN (satellite) office locations.

Essential Duties

• Leader support: manage the day‑to‑day calendar for senior leadership; assuming central coordination for internal and external requests and proactively managing cadence for standing meetings (one‑on‑ones, team meetings, etc.); managing expense reconciliation, travel arrangements and other tasks.
• Drive effective record‑keeping through management of an efficient communication and organizational system and note‑taking to include managing a document‑sharing platform and driving the effective use of such tool.
• Assist with processes related to invoicing and budget reconciliation for the leader including management of purchase requisition requests, contract reviews through the legal function, invoice reconciliation, and ongoing, functional budget analysis.
• Draft correspondence and presentations, which may be typed from notes, edits, photocopies, and/or files, and may be of a confidential nature.
• May prepare presentation materials for meetings.
• Provide assistance for internal and external events, which may include venue contracting, food and beverage coordination, entertainment, and attendance tracking.
• Collaborate with leaders and assistants from multiple functions internally, and with partners externally to effectively manage availability and capacity of the leader.
• Support team communication efforts by authoring or editing team or company‑wide communications.

Excellent verbal and written communication skills, as demonstrated by work samples. Adaptable, open to change and able to work in ambiguous situations and respond to new information and unexpected circumstances. Strong interpersonal and teamwork skills including the ability to easily convey concepts and priorities, as well as the ability to solicit feedback and inputs. Uphold company mission and values through accountability, innovation, integrity, quality, and teamwork. Support and comply with the company’s Quality Management System policies and procedures. Regular and reliable attendance. Ability to lift up to 40 pounds for approximately up to 5% of a typical working day. Ability to work on a mobile device, tablet, or in front of a computer screen and/or perform typing for approximately 90% of a typical working day. Ability and means to travel between Rochester/Madison locations on occasion, including overnight travel.

Minimum Qualifications

• Associate's degree in business administration, administrative support, or related field; or high school degree/general education diploma and 2 years of relevant experience in lieu of Associate's degree.
• 5+ years of experience working in an administrative support capacity, demonstrating progressively increasing levels of responsibility.
• Demonstrated ability to use business travel and expense platforms and submit receipt reconciliation.
• Demonstrated ability to manage Microsoft Outlook calendars for individuals and groups.
• Highly proficient in Microsoft Excel, Word, and PowerPoint.
• Demonstrated ability to effectively create presentations, draft communications, and perform analyses to include the application of formulas and PivotTables.
• Demonstrated use of initiative and innovation to identify needs for improvement and seeking and developing creative solutions.
• Demonstrated ability to interact professionally and communicate effectively with internal staff and external customers.
• Demonstrated ability to be well‑organized with extremely strong attention to detail and time‑management skills.
• Demonstrated ability to perform the Essential Duties of the position with or without accommodation.
• Authorization to work in the United States without sponsorship.

Preferred Qualifications

• Professional experience providing Executive support.

Job Details

• Job Family: Administrative Support
• Division: ONCO Cancer Diagnostics
• Location: United States > Rochester : One Discovery Square
• Additional Locations: WORK SHIFT: Standard TRAVEL: Yes, 5 % of the Time MEDICAL SURVEILLANCE: No SIGNIFICANT WORK ACTIVITIES: Continuous sitting for prolonged periods (more than 2 consecutive hours in an 8 hour day), Keyboard use (greater or equal to 50% of the workday)

Pay

The base pay for this position is $23.55 – $47.15/hour. In specific locations, the pay range may vary from the range posted.

EEO & Diversity

• 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

About Abbott

Abbott is about the power of health. For more than 135 years, Abbott has been helping people reach their potential — because better health allows people and communities to achieve more. With a diverse, global network serving customers in more than 160 countries, we create new solutions — across the spectrum of health, around the world, for all stages of life. Whether it’s next‑generation diagnostics, life‑changing devices, science‑based nutrition, or novel reformulations, we are advancing some of the most innovative and revolutionary technologies in healthcare, helping people live their best lives through better health. The people of Abbott come to work each day with relentless energy, enthusiasm and a promise to enhance the health and well‑being of millions of people. They push the boundaries to help manage and treat some of life’s greatest health challenges.

We invite you to explore opportunities at Abbott, to see if your talents and career aspirations may fit with our openings. An equal opportunity employer, Abbott welcomes and encourages diversity in our workforce.

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