Administrative Assistant II

Abbott • Pleasanton, CA

3d • Onsite

About The Position

The Administrative Assistant II provides advanced administrative support to Operations Divisional Vice Presidents (DVPs) and assigned Directors within Heart Failure Operations. This role requires a high level of professionalism, discretion, and organizational expertise to manage complex administrative functions, support operational effectiveness, and ensure seamless coordination across teams. The position may also provide backup support to senior executive leadership as needed.

Requirements

• High School or GED diploma.
• Minimum of 3–5 years of advanced administrative experience, preferably supporting senior leadership.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams).
• Ability to work independently with minimal supervision while maintaining high accuracy.
• Strong interpersonal skills and ability to interact effectively with all levels of the organization.
• Proactive problem-solving mindset and attention to detail.

Nice To Haves

• Bachelor’s degree.

Responsibilities

• Provide comprehensive administrative support to Divisional Vice Presidents and assigned Directors.
• Manage complex calendars, including scheduling meetings across multiple stakeholders, prioritizing conflicting demands, and coordinating logistics.
• Prepare, edit, and format correspondence, presentations, reports, and other business documents with a high degree of accuracy and professionalism.
• Facilitate meeting preparation, including agenda creation, document compilation, and note-taking/action item tracking.
• Coordinate departmental activities, projects, and communications to support Heart Failure Operations initiatives.
• Serve as a liaison between leadership and internal/external stakeholders to ensure efficient information flow.
• Track key deliverables, deadlines, and follow-up items to support operational execution.
• Arrange complex travel itineraries, including flights, lodging, transportation, and meeting logistics.
• Prepare and reconcile expense reports in compliance with organizational policies.
• Handle sensitive and confidential information with the highest level of integrity and discretion.
• Support leadership with materials related to strategic initiatives, organizational changes, and personnel matters.
• Provide backup administrative support for higher-level executives as needed.
• Collaborate with other administrative staff to ensure continuity of support across the organization.
• Identify opportunities to improve administrative processes and workflow efficiency.
• Support implementation of standardized procedures and best practices.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED