Abbott AV DVP Administrative Assistant in Santa Clara, California

Abbott is a global healthcare company devoted to improving life through the development of products and technologies that span the breadth of healthcare. With a portfolio of leading, science-based offerings in diagnostics, medical devices, nutritionals and branded generic pharmaceuticals, Abbott serves people in more than 150 countries and employs approximately 73,000 people. Please note that candidates need to be eligible to work in the U.S. without Abbott sponsorship.


Primary Job Function:

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.

Core Job Responsibilities:

Responsible for compliance with applicable Corporate and Divisional Policies and procedures.

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 BlackBerry setups, acting as a liaison for remote access issues.

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, and Copy Center procedures (if applicable). Orders business cards and stationery.

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 onboarding.

May train/coordinate work for new administrative assistants.

Position Accountability / Scope:

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 manager’s schedule.

Minimum Education:

High School diploma or equivalent. Some college preferred.

Minimum Experience / Training Required:

3+ years 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, and Lotus Notes or Outlook.

JOB FAMILY: Administrative-Secretarial
LOCATION: United States - California - Santa Clara
WORK SHIFT: Standard
SIGNIFICANT WORK ACTIVITIES: Continuous sitting for prolonged periods (more than 2 consecutive hours in an 8 hour day), Keyboard use (greater or equal to 50% of the workday)

Abbott is an Equal Opportunity Employer of Minorities/Women/Individuals with Disabilities/Protected Veterans.

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Abbott is about the power of health. For more than 125 years, Abbott has been helping people reach their potential — because better health allows people and communities to achieve more. With a diverse, global network serving customers in more than 150 countries, we create new solutions — across the spectrum of health, around the world, for all stages of life. Whether it’s next-generation diagnostics, life-changing devices, science-based nutrition, or novel reformulations, we are advancing some of the most innovative and revolutionary technologies in healthcare, helping people live their best lives through better health.

The people of Abbott come to work each day with relentless energy, enthusiasm and a promise to enhance the health and well-being of millions of people. They push the boundaries to help manage and treat some of life’s greatest health challenges.

We invite you to explore opportunities at Abbott , to see if your talents and career aspirations may fit with our openings. An equal opportunity employer, Abbott welcomes and encourages diversity in our workforce.

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