Administrative Assistant II - Nutrition - Abbott Park, IL

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:

Primary Function / Primary Goals / Objectives:

• Provides advanced administrative support to one or more Divisional Vice Presidents and other managers/directors as assigned. May provide back up support to higher-level management as needed.

Major Responsibilities:

• Must have experience scheduling virtual meetings.
• ARRANGES MEETINGS/EVENTS FOR LARGE GROUPS
• RESPONSIBLE FOR DOMESTIC/INTERNATIONAL TRAVEL ARRANGEMENTS, INCLUDING SEARCHING FOR AND BOOKING ALL DETAILS OF TRAVEL IN A COST EFFECTIVE AND LOGISTICALLY EFFICIENT MANNER, INCLUDING TIMELY AND ACCURATE EXPENSE REPORTING IN CONCUR
• Must be able to coordinate schedules working across multiple time zones. 
• Responsible for implementing and maintaining the effectiveness of the quality system ( NOT SURE WHAT THIS MEANS IN OUR CONTEXT ???)
• 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 setups, acting as a liaison for remote access issues.
• MANAGE BUDGETARY APPROVAL PROCESS AND DPO DEVIATION REQUESTINGS, HELPING COMPLETE TEMPLATES, DISTRIBUTION, AND MONITORING OF PROGRESS.
• May include some support for tracking budget expenditures. 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. Orders business cards and stationery.
• ASSIST DVP WITH WORKDAY FUNCTION (MUST BE QUALIFIED UTILIZING WORKDAY TOOL)
• Uses intermediate to 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). Coordinates new employee office set-ups and on-boarding. May train/coordinate work for new administrative assistants.

Education:

• High School diploma or equivalent. Some college preferred.

Background:

• Knowledge of applicable regulatory standards and requirements for infant formula and nutritionals.
• 3+ year’s previous admin experience or equivalent.
• Operates with general instruction and some supervision.
• Intermediate to advanced knowledge of Microsoft Office Suite, Adobe Acrobat, Visio or OrgPlus, Outlook, WebEx, and Video Conferencing

Accountability / Scope/Budget:

• Consistently interacts with high-level executives.
• Intermediate to advanced knowledge and understanding of business processes and requirements.
• Frequently handles confidential or business-sensitive information. Data is typically employee-level or one-dimensional.
• Maintains and manages calendars, including meeting and travel scheduling and domestic and international travel arrangements.

Proactively identifies and resolves scheduling conflicts. Primary point of contact for DVP’s schedule.

JOB FAMILY:

DIVISION:

LOCATION:

ADDITIONAL LOCATIONS:

WORK SHIFT:

TRAVEL:

MEDICAL SURVEILLANCE:

SIGNIFICANT WORK ACTIVITIES: