Administrative Assistant II

Abbott • Plymouth, MN

13d • $24 - $47 • Onsite

About The Position

This role efficiently provides advanced level administrative support and project coordination to two Divisional Vice Presidents and other managers/directors as assigned within the Electrophysiology business. This role will support the Regulatory DVP and the VP Business Development. Must be open to and fully capable of providing back up support to other DVPs, administrative support processes, events and team meetings as needed. The role is based onsite in Plymouth, MN and may require occasional travel to St. Paul.

Requirements

• High School diploma or equivalent.
• 5+ years of administrative or executive assistance experience.
• Must have successfully supported at least director levels, preferably DVP levels.
• Must be a self-starter and able to operate with broad based direction.
• Intermediate to advanced knowledge of Microsoft Office Suite, Adobe Acrobat, Visio or OrgPlus, and Lotus Notes or Outlook.
• Intermediate to advanced knowledge and understanding of business processes and requirements.

Nice To Haves

• Associates college degree or above preferred.

Responsibilities

• Responsible for compliance with applicable Corporate and Divisional Policies and procedures within regulatory and medical affairs.
• Providing all administrative functions of the department including but not limited to; answering phones, calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating or modifying business documents & correspondence, preparing presentations from source materials, handling teleconference setups, acting as a liaison for remote access issues.
• May include some support for tracking budget expenditures.
• Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.
• Fully understands and follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
• Orders office supplies as needed.
• Uses intermediate to advanced software skills to perform work assigned. Must stay current with various newer software skills that will benefit and further increase the proficiency of Global Security.
• Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel Web site; and HR’s employee performance management systems (as applicable).
• Coordinates new employee office set-ups and on-boarding.
• May train/coordinate work for new administrative assistants.
• Consistently and professionally interact with DVP executives and directors.
• Must be familiar with various organizations Global Security interacts with including understanding various organizations’ structure, support staff, etc.
• Frequently handles confidential, business-sensitive and time sensitive information. Must understand when operating with a sense of urgency is needed and act accordingly.
• Maintains and effectively manages calendars, meeting and travel schedules; domestic and international travel arrangements; etc.
• Proactively plans schedules (and smooth transitions from meeting to meeting), considering the time and travel needs of the various attendees.
• Proactively identifies and resolves any scheduling conflicts.
• Serves as the primary point of contact for manager’s schedule.

Benefits

• 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
• FreeU education benefit

What This Job Offers

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