Administrative Assistant II

Abbott; Plymouth (MN); On-site; USD 32,000 - 65,000; Full time

Job summary

Abbott in Plymouth, MN seeks an experienced administrative professional to provide advanced support to two Divisional Vice Presidents. The role requires coordinating complex calendars, travel, meetings, and communications, with potential travel to St. Paul.

Strong Microsoft Office skills and the ability to handle confidential information are essential. The position is onsite in Plymouth, MN, with opportunities to support other DVPs or events as needed.

Qualifications

• 5+ years of administrative or executive assistance experience.
• Support at director level, preferably DVP level.
• Strong knowledge of Microsoft Office and related tools.

Responsibilities

• Provide administrative functions: phones, calendar management, travel scheduling.
• Prepare presentations and documents from source materials.
• Coordinate meetings and events, including teleconferencing setups.
• Liaise on remote access issues and support onboarding for new staff.
• Maintain confidential information with urgency and discretion.

Tools

Microsoft Office Suite

Adobe Acrobat

Visio

OrgPlus

Lotus Notes

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.

Working at Abbott

At Abbott, you can do work that matters, grow, and learn, care for yourself and your 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.
• Employees can qualify for free medical coverage in our Health Investment Plan (HIP) PPO medical plan in the next calendar year.
• An excellent retirement savings plan with a 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 worldwide 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 the best place to work for diversity, working mothers, female executives, and scientists.

The Opportunity

This role efficiently provides advanced level administrative support/project coordination to (2) Divisional Vice Presidents and other managers/directors as assigned within the Electrophysiology business. This role will support the Regulatory DVP and the VP Business Development. Must be open to and fully capable of providing back up support to other DVP’s, administrative support processes, events and team meetings as needed. The role is based onsite in Plymouth, MN and may require occasional travel to St. Paul.

What You’ll Work On:

Core Job Responsibilities

Responsible for compliance with applicable Corporate and Divisional Policies and procedures within regulatory and medical affairs.

Responsibilities include providing all administrative functions of the department including but not limited to;answering phones, calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating or modifying business documents & correspondence, preparing presentations from source materials, handling teleconference setups, acting as a liaison for remote access issues.

May include some support for tracking budget expenditures. Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.

Fully understands and follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable). Orders office supplies as needed.

Uses intermediate to advanced software skills to perform work assigned. Must stay current with various newer software skills that will benefit and further increase the proficiency of Regulatory and Business Development .

Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel Web site; and HR’s employee performance management systems (as applicable).

Coordinates new employee office set-ups and on-boarding.

May train/coordinate work for new administrative assistants.

Position Accountability/Scope

Consistently and professionally interact with DVP executives and directors. Must be familiar with various organizations Regulatory and Business Development interacts with including understanding various organizations’ structure, support staff, etc.

Frequently handles confidential, business-sensitive and time sensitive information. Must understand when operating with a sense of urgency is needed and act accordingly.

Maintains and effectively manages calendars, meeting and travel schedules; domestic and international travel arrangements; etc. Proactively plans schedules (and smooth transitions from meeting to meeting), considering the time and travel needs of the various attendees.

Proactively identifies and resolves any scheduling conflicts.

Serves as the primary point of contact for manager’s schedule.

Minimum Education

High School diploma or equivalent. Associates college degree or above preferred.

Minimum Experience/Training Required

5+ years of administrative or executive assistance experience. Must have successfully supported at least director levels, preferably DVP levels.

Must be a self-starter and able to operate with broad based direction.

Intermediate to advanced knowledge of Microsoft Office Suite, Adobe Acrobat, Visio or OrgPlus, and Lotus Notes or Outlook.

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

Follow your career aspirations to Abbott for diverse opportunities with a company that can help you build your future and live your best life. Abbott is an Equal Opportunity Employer, committed to employee diversity.

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