Administrative Assistant - Minneapolis, MN

Abbott•Minneapolis, MN

6h•Onsite

About The Position

Our Abbott Nutrition Retail Sales Office located in Minneapolis, MN currently has an opportunity for an Administrative Assistant. This full-time position sits onsite in our downtown Minneapolis office on Nicollet Mall. The responsibilities include all administrative functions of the office and supported Business Centers: answering phones, calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, handling teleconference and media setups, acting as a liaison for remote access issues. May include some support for tracking budget expenditures. Adheres to executive processes and guidelines. Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations. Organizes and maintains digital and physical filing systems, ensuring easy access to Teams and SharePoint. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable). Uses advanced software skills to perform work assigned. Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel Web site, and employee performance management systems (as applicable). Coordinates new employee office set-ups and onboarding. Follows executive onboarding procedures. Plans and organizes office events, staff meetings, conferences, team off-sites, handling logistics and arrangements. Directly supports two Director of Sales positions. Proactively maintains and manages executive calendar. Manages domestic and international travel plans using executive guidelines. Manages expense reporting timely and correctly. Primary contact for office related needs - including supply management, building communications, office maintenance and parking detail. Daily interaction and support of Sales & Category teams that sit in the office as well as remote employees in supported Business Centers. Knowledge and understanding of business processes and requirements. Consistently handles confidential or business-sensitive information. Proactively identifies and resolves scheduling conflicts. Primary point of contact for manager’s schedule. Identifies and implements ways to streamline office procedures and increase efficiency.

Requirements

Previous administrative experience or equivalent
Operates independently and works on own initiative
Advanced knowledge of Microsoft Office Suite, Adobe Acrobat, Visio or OrgPlus, and Lotus Notes or Outlook
Proficient in all applications
High School diploma or equivalent

Nice To Haves

Associate's degree in Secretarial Science preferred

Responsibilities

Answering phones
Calendar management
Scheduling travel
Managing correspondence and scheduling couriers
Processing expense reports
Meeting/event planning
Creating or modifying business documents
Preparing presentations from source materials
Handling teleconference and media setups
Acting as a liaison for remote access issues
Tracking budget expenditures
Coordinating and maintaining departmental files
Organizing and maintaining digital and physical filing systems
Following purchasing and requisition procedures
Coordinating new employee office set-ups and onboarding
Planning and organizing office events, staff meetings, conferences, team off-sites
Managing domestic and international travel plans
Managing expense reporting
Supply management
Building communications
Office maintenance and parking detail
Identifying and implementing ways to streamline office procedures and increase efficiency