Executive Assistant

Job description

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 103,000 colleagues serve people in more than 160 countries.

JOB DESCRIPTION:

Abbott Vascular provides innovative, minimally invasive and cost-effective products for treatment of vascular disease. Our extensive portfolio includes drug-eluting stents, bare metal stents, guide wires, balloon dilatation catheters, imaging catheters and software, vessel closure devices and peripheral stents. Our Santa Clara, CA location currently has an opportunity for an Executive Assistant who provides executive level support to a Senior Vice President who is the head of the Abbott Vascular Division.

WHAT YOU’LL DO 

• Responsibilities include all administrative functions of the department: 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 smartphone setups, acting as a liaison for remote access issues.
• Includes all support for tracking SVP’s budget expenditures.
• Adheres to executive processes and guidelines. 
• Creates board books as requested.
• Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations. 
• Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable). Orders business cards and stationery.
• 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).
• Familiar with systems such as Workday or similar.
• Coordinates new employee office set-ups and onboarding.
• May train/coordinate work for new administrative assistants.
• Follows executive onboarding procedures.
• Interacts with high-level executives every day.
• Senior administrative assistant of the division.  Coordinates division functions and events through support personnel within the division.
• Advanced knowledge and understanding of business processes and requirements.
• Consistently handles confidential or business-sensitive information. Data is typically organizational or multi-dimensional.
• Maintains and manages executive calendar. Manages domestic and international travel plans using executive guidelines.
• Proactively identifies and resolves scheduling conflicts.
• Primary point of contact for manager’s schedule

EDUCATION AND EXPERIENCE YOU’LL BRING 

• More than seven years of previous Admin experience or equivalent
• High School diploma or equivalent. Associates Degree in Secretarial Science preferred.
• 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.

JOB FAMILY:

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