Office Support Coordinator

Abbott • Chicago, IL

4d • $25 - $50 • Onsite

About The Position

We have an opportunity for the role of Office Support Coordinator within our Core Laboratory division based out of Abbott Park, IL and this is an onsite role. Core Laboratory is a leading provider of diagnostic solutions that help laboratories, hospitals, and healthcare providers deliver accurate, timely results that support better patient outcomes. As the Office Support Coordinator, you’ll provide operational, project, procurement, communication, and executive support to the R&D organization. Approximately 80% of the role is dedicated to coordinating organizational events, travel, communications, procurement activities, vendor management, and project coordination, while the remaining 20% focuses on administrative support for senior R&D leaders through complex calendar management, travel coordination, meeting support, and confidential business administration. This role serves as a central hub for organizational operations and requires exceptional attention to detail, strong business acumen, effective communication, and the ability to partner across employees, cross-functional stakeholders, vendors, and executive leadership.

Requirements

• High School Diploma or GED.
• 5+ years of experience in office administration, business operations, executive support, project coordination, or a related role.
• Experience coordinating meetings, events, executive travel, and complex calendar management.
• Experience supporting procurement activities, purchase requisitions, purchase orders, vendor coordination, and budget tracking
• Proficiency with Microsoft Outlook, Teams, Word, Excel, PowerPoint, and enterprise procurement systems.

Nice To Haves

• Bachelor’s degree.
• Experience supporting R&D, scientific, healthcare, or technical organizations.
• Experience working with enterprise procurement or procure-to-pay systems.
• Experience coordinating global or cross-functional projects and initiatives.
• Experience preparing executive-level presentations, reports, and communications.
• Knowledge of business operations, organizational processes, and R&D environments.

Responsibilities

• Lead the planning and execution of departmental meetings, leadership events, workshops, town halls, off-site meetings, and team engagement activities, while managing end-to-end logistics including venues, catering, technology, attendee communications, materials, budgets, vendor relationships, and domestic/international travel arrangements, ensuring seamless experiences and compliance with corporate travel and expense policies.
• Develop, edit, and distribute organizational communications, including leadership updates, newsletters, meeting summaries, and event messaging, while supporting the creation of presentations, reports, and other communication materials for leadership and employee audiences utilizing communications tools like Maestro and Firstup.
• Maintain distribution lists, collaboration sites, and communication channels to ensure timely, accurate, and effective information sharing across the organization.
• Manage end-to-end procurement and purchasing operations, including requisition processing, purchase order creation, procure-to-pay (P2P) activities, vendor coordination, invoice reconciliation, expenditure tracking, and records management, ensuring compliance with corporate policies and audit requirements using systems like Ariba and other internal Abbott expense related systems.
• Partner closely with Procurement, Finance, Category Managers, Material Planners, Legal, Licensing, vendors, and business stakeholders to support purchasing, contracting, budget management, and issue resolution activities.
• Support departmental and cross-functional initiatives through project planning, scheduling, coordination, and execution, including organizing meetings, preparing agendas, documenting outcomes, tracking action items, and monitoring milestones, risks, issues, and dependencies.
• Collaborate with global cross-functional teams to drive successful project delivery while supporting special projects and continuous improvement initiatives across the R&D organization.
• Provide high-level administrative support to R&D leadership, serving as a trusted partner in managing complex schedules, coordinating executive-level meetings, and ensuring the efficient execution of day-to-day business operations.
• Manage complex calendars across multiple stakeholders, functions, and global time zones, proactively identifying scheduling conflicts, balancing competing priorities, and recommending solutions that enable leaders to achieve critical business objectives and project deliverables.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, visa requirements, and related meeting logistics.
• Prepare presentations, reports, agendas, correspondence, and meeting materials for senior leaders, while organizing leadership meetings, strategic reviews, staff meetings, and off-site events and ensuring timely follow-up on decisions and action items.
• Anticipate leadership needs, independently manage routine administrative activities with minimal direction, and exercise sound judgment in handling confidential and business-sensitive information.
• Build and maintain effective working relationships across the organization, collaborating with R&D employees, cross-functional partners, and executive leadership to support strategic priorities and organizational success.

Benefits

• Employees can qualify for free medical coverage in our Health Investment Plan (HIP) PPO medical plan in the next calendar year.
• 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