Administrative Assistant I

Working at Abbott

At Abbott, you can do work that matters, grow, and learn, care for yourself and family, be your true self and live a full life. You’ll also have access to:

• Career development with an international company where you can grow the career you dream of.
• Free medical coverage for employees* via the Health Investment Plan (HIP) PPO
• An excellent retirement savings plan with high employer contribution
• Tuition reimbursement, the Freedom 2 Save student debt program and FreeU education benefit - an affordable and convenient path to getting a bachelor’s degree.
• A company recognized as a great place to work in dozens of countries around the world and named one of the most admired companies in the world by Fortune.
• A company that is recognized as one of the best big companies to work for as well as a best place to work for diversity, working mothers, female executives, and scientists.

The Opportunity

 This position is on-site at our Santa Clara, CA, site in the Structural Heart Medical Device Division. 

Structural Heart Business Mission:  why we exist

Our business purpose is to restore health and improve quality of life through the design and provision of device and management solutions for the treatment of structural heart disease.

As the Executive Assistant you will provide executive level support to the Vice President of Commercial Operations of Abbott’s Structural Heart division. The Executive Assistant is an extension of the Executive they support and is a representative with qualities, and character the Executive portrays both internally and externally.  This individual will interact with key internal and external stakeholders so a high level of professionalism is required.

What You’ll Work On

• Point of contact between Executive, key stakeholders, internal employees and external customers
• Manage and maintain executive schedules, including scheduling both domestic and international travel, conferences, making appointments, and making changes to appointments
• Answering and directing calls to appropriate executives and parties, taking messages
• Prepare reports, collect and analyze information; prepare presentations.
• Processing expenses (purchase requisitions, statement of work, check requests) as well as expense reimbursement reports
• Handling teleconference and telepresence meeting set ups
• Maintain inventory and office supplies. Anticipate office needs; evaluate new office products; place and often expedite orders when necessary.
• Format information for internal and external communication – memos, emails, presentations, reports
• Coordinate with extended Admin team for maintenance of organization charts and Division distribution lists
• Coordinate and maintain department files, as assigned, in compliance with government and corporate regulations
• Follow purchasing and requisition procedures, Corporate security and privacy rules, Corporate Branding Guidelines, and copy center procedures
• Use and understand Microsoft Office Suite and other business-specific software, including Corporate Travel website, expense reporting system, Kronos timekeeping, and employee performance management systems (as applicable)
• Utilizes sound judgement and discretion when handling confidential information
• Proactively identifies problems or areas for improvement and resolves issues
• Assists with any other duties/projects as assigned

We’re excited about you if you have:

Required Qualifications

• High School diploma or equivalent. Some college preferred
• 5+ years administrative experience or equivalent
• Operates with little instruction and minimal supervision
• Applies a high attention to detail and creates a high degree of organization to ensure high quality work product and adherence to deadlines.
• Detail oriented, critical thinker, organized, 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.
• Advanced knowledge of Microsoft Office Suite, Concur,  Adobe Acrobat, Visio or OrgPlus, and Outlook
• Travel 15%

The base pay for this position is $32.35 – $64.65 per hour. In specific locations, the pay range may vary from the range posted.