Administrative Assistant II - Abbott Vascular Division

Abbott • Santa Clara, CA

1d • $27 - $55 • Onsite

About The Position

Abbott Vascular provides innovative, minimally invasive and cost-effective products for treatment of vascular disease. Our extensive portfolio includes drug-eluting stents, bare metal stents, guide wires, balloon dilatation catheters, imaging catheters and software, vessel closure devices and peripheral stents. We are recruiting for an Administrative Assistant II to join our team in the Santa Clara, CA location. In this role, you will provide primary administrative and overall support and coordination for the Abbott Vascular Divisional Vice President, Product Development. In addition, you will be responsible for completing special assignments and projects as required to enable efficient departmental operations and interacting with key internal and external stakeholders.

Requirements

• High School or GED diploma
• 3+ years of experience of senior-level administrative experience, including providing administrative support and project coordination on behalf of leaders at the top level of an organization
• Strong verbal and written communications with ability to effectively communicate at multiple levels in the organization
• Recent experience providing administrative support within a large, complex, global organization; experience in a regulated environment preferred.
• Ability to work on-site in Santa Clara five days per week during core business hours (typically 8:00 a.m. to 4:00 p.m. or 8:00 a.m. to 5:00 p.m., as determined by the functional DVP), with flexibility to support occasional early morning or evening meetings.
• Strong proficiency with Microsoft Office and Microsoft Teams, including calendar management, meeting coordination, and meeting administration.
• Demonstrated ability to independently coordinate and manage domestic and international travel arrangements using travel platforms, applications, and third-party providers.
• Proven ability to work effectively both independently and collaboratively within an administrative support team.

Nice To Haves

• Bachelor’s degree

Responsibilities

• Assist the Divisional Vice President with meeting arrangements, calendar management, travel arrangements, expense reimbursement, invoice processing, updating team on compliance deliverables and other administrative tasks
• Leads, organizes, and manages all details related to event planning for corporate onsite and offsite meetings
• Creates, edits and reviews, proofreads and manages complex documents, spreadsheets and presentations requiring aggregation of materials, input and comments from multiple stakeholders. Demonstrated proficiency with MS Excel and PowerPoint is especially critical to success in this role
• Submits invoices for payment processing in a timely manner
• Creates polished executive presentations and develops and edits departmental communications such as organizational announcements. Maintains and updates org charts on a monthly basis
• Provides general office support which may include, but is not limited to: mail distribution, answering telephones, filing, catering, ordering supplies, etc
• Support new hire onboarding for employees and serve as a team member of various employee engagement projects
• Prepares and updates reports, memoranda, and correspondence as required
• Applies a high attention to detail and creates a high degree of organization to ensure quality work products and adherence to deadlines. Must be very detail oriented, organized and self-motivated to follow through on requests (without requiring follow-up) and perform professionally under pressure and with limited direction
• Leads special projects as assigned
• Performs other related duties and responsibilities, on occasion, as assigned

Benefits

• Free medical coverage for employees via the Health Investment Plan (HIP) PPO
• An excellent retirement savings plan with 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