Administrative Assistant II

Abbott • Madison, WI

21d • $24 - $47 • Onsite

About The Position

The Administrative Assistant II provides technical and administrative support to senior leadership at Abbott Cancer Diagnostics. The role manages executive calendars, compiles and analyzes data, coordinates events and meeting logistics, supports functional budget processes and expense reconciliation, manages team resources and supplies, and coordinates team documentation, meeting notes, and archives. It is a customer-facing position that involves managing concurrent activities and interacting with people at all levels of the organization. Strong integrity and the ability to maintain confidentiality are important. The position interfaces with senior leaders, directors, managers, visitors, and external partners to gather and exchange information. It may be based in Abbott’s Madison, Wisconsin, or Rochester, Minnesota, office.

Requirements

• Associate degree in business administration, administrative support, or a related field; alternatively, a high school diploma or GED and two years of relevant experience in lieu of an associate degree.
• At least five years of administrative support experience with progressively increasing responsibility.
• Ability to use business travel and expense platforms and submit receipt reconciliations.
• Ability to manage individual and group calendars in Microsoft Outlook.
• High proficiency in Microsoft Excel, Word, and PowerPoint.
• Ability to create presentations, draft communications, and perform analyses using formulas and PivotTables.
• Initiative and innovation in identifying improvement needs and developing creative solutions.
• Professional interaction and effective communication with internal staff and external customers.
• Strong organizational, attention-to-detail, and time-management skills.
• Ability to perform essential duties with or without accommodation.
• Authorization to work in the United States without sponsorship.
• Excellent verbal and written communication skills, as demonstrated by work samples.
• Adaptability and ability to work in ambiguous situations and respond to new information and unexpected circumstances.
• Strong interpersonal and teamwork skills, including conveying concepts and priorities and soliciting feedback and input.
• Ability to lift up to 40 pounds for approximately 5% of a typical working day.
• Ability to use a mobile device, tablet, or computer and/or type for approximately 90% of a typical working day.
• Ability and means to travel between Rochester and Madison locations on occasion, including overnight travel.

Nice To Haves

• Professional experience providing executive support.

Responsibilities

• Manage senior leaders’ day-to-day calendars and coordinate internal and external requests and recurring meetings.
• Reconcile expenses and coordinate travel arrangements and other administrative tasks.
• Maintain efficient communication and organizational systems, take notes, manage a document-sharing platform, and support effective use of that platform.
• Assist with invoicing and budget reconciliation, purchase requisition requests, legal-function contract reviews, invoice reconciliation, and ongoing functional budget analysis.
• Draft correspondence and presentations, including confidential materials, and prepare meeting presentation materials as needed.
• Assist with internal and external events, including venue contracting, food and beverage coordination, entertainment, and attendance tracking.
• Coordinate with leaders and assistants across functions and with external partners to manage leaders’ availability and capacity.
• Author or edit team and company-wide communications.
• Uphold company mission and values, comply with Quality Management System policies and procedures, and maintain regular and reliable attendance.
• Travel between Rochester and Madison locations on occasion, including overnight travel.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree