Administrative Assistant II - Abbott Vascular Division

Abbott; Santa Clara (CA); On-site; USD 78,369,000 - 156,881,000; Full time

Benefits offered by this job

HIP PPO health coverage

Retirement plan with employer contrib.

Tuition reimbursement

FreeU education benefit

Annual wellness program

Job summary

Abbott is seeking an Administrative Assistant II in Santa Clara, CA to provide pivotal support to the Divisional Vice President, Product Development. You will coordinate calendars, travel, expenses, invoicing and prepare complex documents and presentations for internal and external stakeholders.

The role requires strong communication, experience in a large global organization, and on-site work five days a week during core business hours.

Qualifications

• High School or GED diploma required.
• 3+ years of senior administrative experience supporting leaders at top levels.
• Strong written and verbal communications across org levels.
• Experience in a large, global, regulated environment preferred.

Responsibilities

• Manage Divisional VP meetings, calendar, travel, expenses, and invoices.
• Plan and execute corporate onsite and offsite events.
• Prepare and edit complex documents, spreadsheets and presentations; mastery of Excel/PowerPoint.
• Process invoices for payment; develop executive presentations and memos.
• Maintain org charts and communicate department updates.

Skills

Senior admin experience

Verbal & written communication

MS Office & Teams

Travel coordination

Independent & collaborative work

Education

High School diploma

Bachelor’s degree

Tools

Microsoft Office

Microsoft Teams

Travel booking platforms

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 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.

Connect with us at www.abbott.com, on Facebook at www.facebook.com/Abbott and on Twitter @AbbottNews.

The base pay for this position is $27.35 – $54.75 per hour. In specific locations, the pay range may vary from the range posted.