Administrative Assistant II

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 122,000 colleagues serve people in more than 160 countries.

JOB DESCRIPTION:

Position Overview

The Administrative Assistant II is responsible for a variety of duties and responsibilities in support of Sr Leadership at Abbott, Cancer Diagnostics. This position provides technical and administrative support related to a variety of areas, including managing executive calendars, compiling, and analyzing data, coordinating events and meeting logistics, functional budget processes and expense reconciliation, managing team resources and supplies and serving as a coordination point for team documentation, meeting notes and archives. This is a customer-facing position within the team and across the business and requires the need to manage concurrent activities and interact with individuals at all levels of the organization. Given the nature of the function, strong integrity, and ability to maintain confidentiality is key to the success of the position. This position interfaces with senior leaders, directors, managers, and visitors to gather and exchange information.

This position can be based in our Madison, WI or Rochester, MN (satellite) office locations.

Essential Duties

include but are not limited to the following:

• Leader support: manage the day-to-day calendar for senior leadership; assuming central coordination for internal and external requests and proactively managing cadence for standing meetings (one-on-ones, team meetings, etc.); managing expense reconciliation, travel arrangements and other tasks.
• Drive effective record-keeping through management of an efficient communication and organizational system and note-taking to include managing a document-sharing platform and driving the effective use of such tool.
• Assist with processes related to invoicing and budget reconciliation for the leader including management of purchase requisition requests, contract reviews through the legal function, invoice reconciliation, and ongoing, functional budget analysis.
• Draft correspondence and presentations, which may be typed from notes, edits, photocopies, and/or files, and may be of a confidential nature.
• May prepare presentation materials for meetings.
• Provide assistance for internal and external events, which may include venue contracting, food and beverage coordination, entertainment, and attendance tracking.
• Collaborate with leaders and assistants from multiple functions internally, and with partners externally to effectively manage availability and capacity of the leader.
• Support team communication efforts by authoring or editing team or company-wide communications.
• Excellent verbal and written communication skills, as demonstrated by work samples.
• Adaptable, open to change and able to work in ambiguous situations and respond to new information and unexpected circumstances.
• Strong interpersonal and teamwork skills including the ability to easily convey concepts and priorities, as well as the ability to solicit feedback and inputs.

• Uphold company mission and values through accountability, innovation, integrity, quality, and teamwork.

• Support and comply with the company’s Quality Management System policies and procedures.

• Regular and reliable attendance.

• Ability to lift up to 40 pounds for approximately up to 5% of a typical working day.
• Ability to work on a mobile device, tablet, or in front of a computer screen and/or perform typing for approximately 90% of a typical working day.

• Ability and means to travel between Rochester/Madison locations on occasion, including overnight travel.

Minimum Qualifications

• Associates degree in business administration, administrative support, or related field; or high school degree/general education diploma and 2 years of relevant experience in lieu of Associates degree.
• 5+ years of experience working in an administrative support capacity, demonstrating progressively increasing levels of responsibility.
• Demonstrated ability to use business travel and expense platforms and submit receipt reconciliation.
• Demonstrated ability to manage Microsoft Outlook calendars for individuals and groups.
• Highly proficient in Microsoft Excel, Word, and PowerPoint.
• Demonstrated ability to effectively create presentations, draft communications, and perform analyses to include the application of formulas and PivotTables.
• Demonstrated use of initiative and innovation to identify needs for improvement and seeking and developing creative solutions.
• Demonstrated ability to interact professionally and communicate effectively with internal staff and external customers.
• Demonstrated ability to be well-organized with extremely strong attention to detail and time-management skills.

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