Administrative Assistant

Abbott • San Diego, CA

16d • $25 - $49

About The Position

Abbott is a global healthcare leader that helps people live more fully at all stages of life. Our portfolio of life-changing technologies spans the spectrum of healthcare, with leading businesses and products in diagnostics, medical devices, nutritionals and branded generic medicines. Our 115,000 colleagues serve people in more than 160 countries. JOB DESCRIPTION: The Opportunity This position of Administrative Assistant dually reports to the Site Director of Cardio metabolics. This individual will interact with key internal and external stakeholders and supports the administrative needs of both departments. What You'll Do Assists both Director with meeting arrangements, calendar management, travel arrangements, expense reimbursement, invoice processing and other administrative tasks as required. Assists both Director with administrative support for CMI projects, including PowerPoint presentations and other support materials. Works across both teams to provide administrative support/ project coordination to their direct reports as requested. Invoice Processing. Assist Healthcare Providers with international travel arrangements for CEV’s as needed. Assist in supporting activities associated with the Strat plan and quarterly report process. Provide general office support which may include, but are not limited to; mail distribution, answering telephones, filing, catering, ordering supplies, etc. Assist other operations employees on an as needed basis. Develop and format presentation materials. Prepare and update reports as required. Prepare and update memoranda, correspondence and reports as needed for both Directors. Assess organizational, communication and reporting needs to ensure optimum performance within the department. Lead special projects as assigned. Support all Company initiatives as identified by management and in support of Quality Management Systems (QMS), Environmental Management Systems (EMS), and other regulatory requirements. Complies with U.S. Food and Drug Administration (FDA) regulations, other regulatory requirements, Company policies, operating procedures, processes, and task assignments. Maintains positive and cooperative communications and collaboration with all levels of employees, customers, contractors, and vendors.

Requirements

• High School Diploma / GED or an equivalent combination of education and work experience
• Minimum 5 years In providing administrative support to leaders at the top level of an organization.
• Proficient in the use of the Microsoft Office Suite products i.e. Outlook, Word, Excel, as well as Visio, Photshop, PowerPoint, Project.
• Knowledge of graphics arts programs (i.e.: Quark, PageMaker, a plus).
• Proficient in the use of general office equipment (e.g. fax, copier, laptop, telephone, calculator, etc.)
• Excellent interpersonal, written and verbal communication skills.
• Demonstrated ability to handle difficult situations and/or communications tactfully and professionally.
• Able to maintain strict confidentiality.
• Able to work with people at all levels of the organization.
• Ability to handle multiple priorities and operate with a sense of urgency as required.
• Ability to maintain regular and predictable attendance.

Nice To Haves

• Bachelors Degree (± 16 years)
• Possesses excellent judgment and the initiative to make independent decisions.
• Experience working in a broader enterprise/cross-division business unit model preferred.
• Ability to work in a highly matrixed and geographically diverse business environment.
• Ability to work within a team and as an individual contributor in a fast-paced, changing environment.
• Ability to leverage and/or engage others to accomplish projects.
• Strong verbal and written communications with ability to effectively communicate at multiple levels in the organization.
• Strong organizational and follow-up skills, as well as attention to detail.

Responsibilities

• Assists both Director with meeting arrangements, calendar management, travel arrangements, expense reimbursement, invoice processing and other administrative tasks as required.
• Assists both Director with administrative support for CMI projects, including PowerPoint presentations and other support materials.
• Works across both teams to provide administrative support/ project coordination to their direct reports as requested.
• Invoice Processing.
• Assist Healthcare Providers with international travel arrangements for CEV’s as needed.
• Assist in supporting activities associated with the Strat plan and quarterly report process.
• Provide general office support which may include, but are not limited to; mail distribution, answering telephones, filing, catering, ordering supplies, etc.
• Assist other operations employees on an as needed basis.
• Develop and format presentation materials.
• Prepare and update reports as required.
• Prepare and update memoranda, correspondence and reports as needed for both Directors.
• Assess organizational, communication and reporting needs to ensure optimum performance within the department.
• Lead special projects as assigned.
• Support all Company initiatives as identified by management and in support of Quality Management Systems (QMS), Environmental Management Systems (EMS), and other regulatory requirements.
• Complies with U.S. Food and Drug Administration (FDA) regulations, other regulatory requirements, Company policies, operating procedures, processes, and task assignments.
• Maintains positive and cooperative communications and collaboration with all levels of employees, customers, contractors, and vendors.

Benefits

• A fast-paced work environment where your safety is our priority
• Training and career development, with onboarding programs for new employees and tuition assistance
• Financial security through competitive compensation, incentives, and retirement plans
• Health care and well-being programs including medical, dental, vision, wellness, and occupational health programs
• Paid time off
• 401(k) retirement savings with a generous company match
• The stability of a company with a record of strong financial performance and a history of being actively involved in local communities

What This Job Offers

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