Administrative Assistant II

Administrative Assistant II

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 position works out of our Santa Clara, CA or Plymouth, MN location in our Structural Heart Division. In Abbott’s Structural Heart (SH) business, our business purpose is to restore health and improve quality of life by designing and providing device and management solutions for treating structural heart disease.

As the Administrative Assistant, you will provide advanced administrative support to one or more Divisional Vice Presidents and other managers/directors as assigned.  May provide backup support to higher-level management as needed.

What You’ll Work On

• Manage correspondence and schedule couriers, Webex (Zoom) meetings; mobile phone setups, acting as a liaison for remote access issues.
• Support for tracking budget expenditures.
• Compliance with applicable Corporate and Divisional Policies and procedures.
• Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
• Order business cards, stationery, and departmental office supplies. 
• Use intermediate to advanced software skills to perform work assigned.
• Use and understands Microsoft Office Suite, Microsoft Teams, Microsoft Power Apps and other business-specific software, including the Corporate Travel Web site, and Workday (employee performance management systems).
• Coordinate new employee office set-ups and onboarding.

Core Job Responsibilities

• Consistently interacts with high-level leadership.
• Frequently handles confidential or business-sensitive information. Data is typically employee-level or one-dimensional.
• Exhibits extraordinary attention to detail, critical thinking, adaptability and integrity.
• Maintains and manages calendars, including meeting and travel scheduling and domestic and international travel arrangements.
• Proactively identifies and resolves scheduling conflicts.
• Adheres to processes and guidelines
• Coordinates new employee office set-up and onboarding
• May train/coordinate work for new administrative assistants
• Follows onboarding procedures
• Strong executive presence, interacts with high level leadership daily
• Consistently handles confidential or business sensitive information
• Organizes events focused on physicians
• Organizes hospital and physician meeting with proper documentation
• Helps manage process for physician contracts.

Required Qualifications

• High school diploma or equivalent
• 5+ years of experience or equivalent
• Operates independently and works on their own initiative.

Preferred Qualifications

• Advanced knowledge of Microsoft Office Suite, Microsoft Teams, Adobe Acrobat, Visio or OrgPlus, and Outlook required.  Microsoft Power Apps knowledge preferred.
• Knowledge of organizing and properly documenting Physician expenses and interactions (Sunshine act)

Apply Now

• 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.

• microsoft office suite
• calendar management
• confidential information handling
• microsoft teams
• microsoft power apps
• travel coordination
• stakeholder management
• workday
• adobe acrobat
• outlook
• budget tracking
• event organization
• contract management
• executive presence
• onboarding coordination
• visio
• orgplus