Abbott Executive Assistant in Santa Clara, California

At Abbott, we're committed to helping people live their best possible life through the power of health. For more than 125 years, we've brought new products and technologies to the world -- in nutrition, diagnostics, medical devices and branded generic pharmaceuticals -- that create more possibilities for more people at all stages of life. Today, 99,000 of us are working to help people live not just longer, but better, in the more than 150 countries we serve.

Position Summary

Based in Silicon Valley at Abbott’s Santa Clara Division Headquarters, the executive assistant will provide executive level support to the Medical Devices Cardiac Arrhythmias and Heart Failure Businesses which comprises sales of over $5 billion. This role will be supporting the Corporate Officer of Global Operations in a highly visible, fast paced corporate environment.

Main Responsibilities

Responsibilities include all administrative functions of the department: answering phones, calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, handling teleconference and mobile phone setups, acting as a liaison for remote access issues.

  • Provide support for tracking budget expenditures.

  • Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.

  • Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable). Orders business cards and stationery.

  • Uses advanced software skills to perform work assigned.

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

  • Coordinates new employee office set-ups and onboarding.

  • May train/coordinate work for new administrative assistants.

  • Coordinates tactics, tools, and logistics for communication plans and activities, including meetings, virtual meetings and teleconferences.

Accountability/Scope

  • Consistently interacts with high-level executives.

  • Advanced knowledge and understanding of business processes and requirements.

  • Consistently handles confidential or business-sensitive information.

  • Data is typically organizational or multi-dimensional.

  • Maintains and manages calendar, including meeting and travel scheduling and domes tic and international travel arrangements.

  • Proactively identifies and resolves scheduling conflicts.

  • Primary point of contact for manager’s schedule.

Qualifications

High School diploma or equivalent. Some college preferred 5+ years previous admin experience or equivalent. Operates with little instruction and minimal supervision. Advanced knowledge of Microsoft Office Suite, Adobe Acrobat, Visio or OrgPlus, and Lotus Notes or Outlook

An Equal Opportunity Employer

Abbot welcomes and encourages diversity in our workforce.

We provide reasonable accommodation to qualified individuals with disabilities.

To request accommodation, please call 224-667-4913 or email corpjat@abbott.com