Administrative Assistant II - Abbott Vascular Division

What You'll Work On

• 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
• 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
• Leads special projects as assigned
• Performs other related duties and responsibilities, on occasion, as assigned

Required Qualifications

• 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, 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

Preferred Qualifications

Bachelor's degree