Administrative Assistant II

Abbott • Rochester, NY

23h • 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, coordinates meetings and events, compiles and analyzes data, supports functional budget processes and expense reconciliation, oversees team resources and supplies, and coordinates team documentation, meeting notes, and archives. It is customer-facing and involves handling concurrent activities and interacting with people at all levels of the organization. Strong integrity and the ability to maintain confidentiality are essential. The position may be based in Abbott’s Madison, Wisconsin, or Rochester, Minnesota, office locations.

The role supports leaders with calendars, internal and external requests, recurring meeting schedules, expense reconciliation, travel arrangements, and related tasks. It maintains communication and record-keeping systems, supports document sharing, and assists with invoicing, purchase requisitions, contract reviews through the legal function, invoice reconciliation, and budget analysis. The assistant also drafts correspondence and presentations, prepares meeting materials, supports internal and external events, coordinates leaders’ availability with colleagues and external partners, and helps create or edit team and company-wide communications.

The position requires reliable attendance, compliance with the company’s Quality Management System policies and procedures, and support of the company’s mission and values. It includes occasional travel between Rochester and Madison, potentially overnight, and requires the ability to lift up to 40 pounds. The work involves extended computer and mobile-device use and typing. The listed base pay is $23.55–$47.15 per hour, with variation possible in specific locations.

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 experience in administrative support, with progressively increasing levels of responsibility.
• Demonstrated ability to use business travel and expense platforms and submit receipt reconciliations.
• Demonstrated ability to manage Microsoft Outlook calendars for individuals and groups.
• 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.
• Ability to interact professionally and communicate effectively with internal staff and external customers.
• Strong organization, attention to detail, and time-management skills.
• Ability to perform the essential duties with or without accommodation.
• Authorization to work in the United States without sponsorship.
• Excellent verbal and written communication skills, demonstrated through work samples.
• Adaptability, openness to change, 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 up to 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, coordinate internal and external requests, and proactively manage recurring meetings.
• Manage expense reconciliation, travel arrangements, and other administrative tasks for leaders.
• Maintain an efficient communication and organizational system, take notes, manage a document-sharing platform, and support effective record-keeping.
• Assist with invoicing and budget reconciliation, including purchase requisition requests, contract reviews through the legal function, invoice reconciliation, and functional budget analysis.
• Draft correspondence and presentations, including confidential materials, and prepare presentation materials for meetings.
• 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 external partners to manage leader availability and capacity.
• Author or edit team and company-wide communications.
• Support and comply with company Quality Management System policies and procedures.
• Uphold company mission and values through accountability, innovation, integrity, quality, and teamwork.
• 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