Administrative Assistant II - Abbott Vascular Division

Thornton Tomasetti; San Jose (CA); On-site; USD 78,369,000 - 156,881,000; Full time

Benefits offered by this job

Free medical coverage for employees

Excellent retirement savings plan with

Employer contribution

Tuition reimbursement

Education benefits

Job summary

Abbott Vascular in Santa Clara, CA is seeking an Administrative Assistant II to support the Divisional Vice President, Product Development. You will coordinate meetings, travel, expenses, and high-level correspondence, ensuring timely delivery of critical documents and processes.

You will prepare reports, presentations, and communications while managing schedules and onboarding activities. A detail-oriented, self-motivated professional with strong teamwork will thrive in Abbott’s global,

Qualifications

• High School or GED diploma with 3+ years of senior administrative experience.
• Strong verbal and written communications with ability to communicate at multiple levels.
• Experience in a large global organization; experience in a regulated environment preferred.

Responsibilities

• Assist the Divisional Vice President with meeting arrangements, calendar management, travel arrangements, expense reimbursement, invoice processing, etc.
• Leads, organizes, and manages all details related to event planning for corporate meetings.
• Creates, edits and proofreads complex documents and presentations; proficiency with MS Excel and PowerPoint is critical.
• Submits invoices for payment processing in a timely manner.
• Creates polished executive presentations and develops department communications.
• Maintains org charts monthly and provides general office support as needed.
• Supports new hire onboarding and engagement projects.
• Prepares and updates reports and correspondence; maintains high attention to detail.
• Leads special projects and handles additional duties as assigned.

Skills

Verbal & written communication

Microsoft Office

Microsoft Teams

Calendar management

Travel coordination

Administrative support

Education

Bachelor’s degree

High School diploma or GED

Tools

Microsoft Excel

PowerPoint

Travel booking platforms

Job description

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.

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

Abbott Vascular provides innovative, minimally invasive and cost-effective products for treatment of vascular disease. Our extensive portfolio includes drug-eluting stents, bare metal stents, guide wires, balloon dilatation catheters, imaging catheters and software, vessel closure devices and peripheral stents.

The Opportunity We are recruiting for an Administrative Assistant II to join our team in the Santa Clara, CA location. In this role, you will provide primary administrative and overall support and coordination for the Abbott Vascular Divisional Vice President, Product Development. In addition, you will be responsible for completing special assignments and projects as required to enable efficient departmental operations and interacting with key internal and external stakeholders.

What You’ll Work On

• Assist the Divisional Vice President with meeting arrangements, calendar management, travel arrangements, expense reimbursement, invoice processing, updating team on compliance deliverables and other administrative tasks


• Leads, organizes, and manages all details related to event planning for corporate onsite and offsite meetings


• Creates, edits and reviews, proofreads and manages complex documents, spreadsheets and presentations requiring aggregation of materials, input and comments from multiple stakeholders. Demonstrated proficiency with MS Excel and PowerPoint is especially critical to success in this role


• Submits invoices for payment processing in a timely manner


• Creates polished executive presentations and develops and edits departmental communications such as organizational announcements.


• Maintains and updates org charts on a monthly basis


• Provides general office support which may include, but is not limited to: mail distribution, answering telephones, filing, catering, ordering supplies, etc


• Support new hire onboarding for employees and serve as a team member of various employee engagement projects


• Prepares and updates reports, memoranda, and correspondence as required


• Applies a high attention to detail and creates a high degree of organization to ensure quality work products and adherence to deadlines. Must be very detail oriented, organized and self-motivated to follow through on requests (without requiring follow-up) and perform professionally under pressure and with limited direction


• Leads special projects as assigned


• Performs other related duties and responsibilities, on occasion, as assigned

Required Qualifications

• High School or GED diploma 3+ years of experience of senior-level administrative experience, including providing administrative support and project coordination on behalf of leaders at the top level of an organization


• Strong verbal and written communications with ability to effectively communicate at multiple levels in the organization


• Recent experience providing administrative support within a large, complex, global organization; experience in a regulated environment preferred.


• Ability to work on-site in Santa Clara five days per week during core business hours (typically 8:00 a.m. to 4:00 p.m. or 8:00 a.m. to 5:00 p.m., as determined by the functional DVP), with flexibility to support occasional early morning or evening meetings.


• Strong proficiency with Microsoft Office and Microsoft Teams, including calendar management, meeting coordination, and meeting administration.


• Demonstrated ability to independently coordinate and manage domestic and international travel arrangements using travel platforms, applications, and third-party providers.


• Proven ability to work effectively both independently and collaboratively within an administrative support team.

Preferred Qualifications

• Bachelor’s degree

* 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: www.abbottbenefits.com

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 $27.35 – $54.75/hour In specific locations, the pay range may vary from the range posted.

• JOB FAMILY: Administrative Support


• DIVISION: AVD Vascular


• LOCATION: United States > Santa Clara : Building B - SC


• ADDITIONAL LOCATIONS:


• WORK SHIFT: Standard


• TRAVEL: Not specified


• MEDICAL SURVEILLANCE: No


• SIGNIFICANT WORK ACTIVITIES: Continuous sitting for prolonged periods (more than 2 consecutive hours in an 8 hour day), Continuous standing for prolonged periods (more than 2 consecutive hours in an 8 hour day), Keyboard use (greater or equal to 50% of the workday)

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

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.

Follow Us: Facebook LinkedIn YouTube Twitter