Administrative Assistant II

The Opportunity

We are recruiting for an Administrative Assistant II to join our team in the Santa Clara, CA location. In this role, you will provide primary administrative and overall support and coordination for the Abbott Vascular Divisional Vice President, Medical Affairs and CMO.

In addition, you will be responsible for completing special assignments and projects as required to enable efficient departmental operations and interacting with key internal and external stakeholders.

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.

Demonstrated proficiency with MS Excel and PowerPoint is especially critical to success in this role

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.

Must be very detail oriented, organized and self-motivated to follow through on requests (without requiring follow-up) and perform professionally under pressure and with limited direction

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

Proficiency with M / S Office Suite (Excel, Word, PowerPoint, Outlook)

Strong verbal and written communications with ability to effectively communicate at multiple levels in the organization

Preferred Qualifications

Bachelor’s degree