Administrative Assistant
Job title: Administrative Assistant in Illinois at Abbott
Company: Abbott
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 114,000 colleagues serve people in more than 160 countries.JOB DESCRIPTION:The OpportunityProvides administrative support to the Finance Director, US Corporate Financial Services (CFS) and the US CFS leadership team (7 Directors, 4 Sr. Managers). May provide back up support to DVP as needed.What You’ll Work On
- Responsibilities include all administrative functions of the department: answering phones, calendar management, scheduling travel (including Visa and Passport requests), managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating or modifying business documents, handling teleconference setups, acting as a liaison for remote access issues, organizing town halls.
- Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.
- Uses basic to intermediate software skills to perform work assigned.
- Mail distribution
- Arranging moves and maintaining ‘seating charts. (Manhattan + coordinates with logistics/facilities when needed)
- Keeps US CFS org chart and distribution list up to date (approx. 180 employees)
- Support logistics for international visitors
- 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 onboarding.
- Organizes Lunch and learns for CFS
- Manages PO for Indirect Materials in Ariba and SRM. May include some support for tracking budget expenditures.
- Train/coordinate work with other administrative assistants.
- Frequently interacts with high-level executives.
- Basic to intermediate knowledge and understanding of business processes and requirements.
- Frequently handles confidential or business-sensitive information.
- Maintains and may manage calendars, including meeting and travel scheduling and domestic and international travel arrangements.
- Proactively identifies and resolves scheduling conflicts.
- May be the primary point of contact for manager’s schedule.
- Operates with general instruction and some supervision.
- Ad Hoc Support
- High school diploma
- Minimum 1 year of experience in an administrative role
- Basic to intermediate knowledge of Microsoft Office Suite, Adobe Acrobat, Visio, and Outlook.
- Training and career development, with onboarding programs for new employees and tuition assistance
- Financial security through competitive compensation, incentives and retirement plans
- Health care and well-being programs including medical, dental, vision, wellness and occupational health programs
- Paid time off
- 401(k) retirement savings with a generous company match
- The stability of a company with a record of strong financial performance and history of being actively involved in local communities