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Administrative Assistant II

Abbott Laboratories

This is a Full-time position in Los Angeles, CA posted September 22, 2021.

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 109,000 colleagues serve people in more than 160 countries.

For years, Abbott’s medical device businesses have offered technologies that are faster, more effective, and less invasive. Whether it’s glucose monitoring systems, innovative therapies for treating heart disease, or products that help people with chronic pain or movement disorders, our medical device technologies are designed to help people live their lives better and healthier. Every day, our technologies help more than 10,000 people have healthier hearts, improve quality of life for thousands of people living with chronic pain and movement disorders, and liberate more than 500,000 people with diabetes from routine fingersticks.

WHAT YOU’LL DO

This role is to support a cross-site Global Data Science & Analytics organization within the Abbott Medical devices. Working under general supervision, organizes, plans and performs a variety of secretarial, clerical, and administrative support duties, such as (but not limited to): receiving/screening/directing phone calls/faxes/e-mails; making travel arrangements; scheduling appointments; arranging meetings; preparing correspondence/reports/documents/presentations; coordinating execution of contracts; submitting invoices to finance; coordinating publication clearance, submission and review; collecting/distributing data; and maintaining paper/electronic filing systems. Takes initiative to ensure work is done accurately and completely. Applies existing work methods to different known situations. Problems involve recurring, routine situations; usually refers more complex problems to supervisor or more senior level personnel.

  • Organizes, plans, assembles and analyzes information; prepares reports, manuals, agendas, correspondence and memoranda as guided by general Abbott, Division and site policies and practices. Converts material to final form from rough drafts which contain technical terminology.

  • Organizes, prepares and distributes essential personnel action documents such as Personnel Action Forms (PAFs), timesheets, requisitions, and job descriptions in order that actions needed by department are communicated to Human Resources.

  • Organizes, prepares, and maintains department files, records, documentation, presentations, and other associated materials as directed.

  • Organizes, prepares, and maintains copies of vendor contracts

  • Sends, answers, screens, and refers/forwards telephone/fax/e-mail messages efficiently as well as tactfully to exchange administrative information within/outside the assigned department. Follows up with other departments to ensure that requests are carried out and information is acted upon.

  • Based on requests from department staff, prepares correspondence and other documents.

  • Based on requests from staff, prepares data records and analyses required to operate the department. Plans layouts of reports, statistical tables, and spreadsheets.

  • As directed, utilizes slide preparation software to prepare presentation documents and organization charts.

  • Arranges and makes notifications of appointments and travel reservations. May check and process expense reports.

  • Orders and maintains the office supply inventory for the department.

  • Resolves and/or facilitates resolution of problems including identifying causes of problems to prevent re-occurrence of problems.

  • Remains current on developments in field(s) of expertise.

  • Performs related functions and responsibilities, on occasion, as assigned.

  • Support all Company initiatives as identified by management and in support of Quality Management Systems (QMS), Environmental Management Systems (EMS), and other regulatory requirements.

  • Complies with U.S. Food and Drug Administration (FDA) regulations, other regulatory requirements

EDUCATION AND EXPERIENCE, YOU’LL BRING

  • High School Diploma / GED or other specialized training.

  • Associates Degree (± 13 years)In Business Administration is preferred.

  • Minimum 3-5 years progressively more responsible office clerical experience.

  • Incumbents are required to work cooperatively and productively with others.

  • Organizational skills, attentiveness to detail and the ability to work under general supervision is required.

  • Must be adept at handling multiple assignments in a timely manner while meeting assigned deadlines.

  • Must also have strong verbal and written communication, interpersonal, organizational and basic math skills.

  • The ability to read, write, and communicate effectively in English is also required

  • The ability to understand and comply with applicable Food & Drug Administration (FDA) regulations and Company operating procedures, processes, policies and rules is essential.

  • Must be able to use discretion and handle sensitive/confidential information.

  • Must be proficient in using various PC-based software packages including Microsoft Word, Excel, PowerPoint or similar word processing/spreadsheet/presentation software.

  • Previous secretarial experience to department management is desired.

  • Experience in the biotech, bio-instruments, or medical devices industries is also preferred.

  • Experience working in a broader enterprise/cross-division business unit model preferred.

  • Ability to work in a highly matrixed and geographically diverse business environment.

  • Ability to work within a team and as an individual contributor in a fast-paced, changing environment.

  • Ability to leverage and/or engage others to accomplish projects.

  • Multitasks, prioritizes and meets deadlines in timely manner.

  • Strong organizational and follow-up skills, as well as attention to detail.

  • Ability to maintain regular and predictable attendance.

  • Occasional scheduled overtime is a requirement of this position.

  • Knowledge of Abbott Laboratories Standard Operating Procedures (SOPs) is preferred

WHAT WE OFFER

At Abbott, you can have a good job that can grow into a great career. We offer:

  • 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

Learn more about our benefits that add real value to your life to help you live fully:  www.abbottbenefits.com

Follow your career aspirations to Abbott for diverse opportunities with a company that provides the growth and strength to build your future. Abbott is an Equal Opportunity Employer, committed to employee diversity.

Connect with us at www.abbott.com, on Facebook at www.facebook.com/Abbott and on Twitter @AbbottNews and @AbbottGlobal.