Administrative Assistant I

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 115,000 colleagues serve people in more than 160 countries.
JOB DESCRIPTION:
The Opportunity
Our Rapid and Molecular Diagnostics division currently has an opportunity for an Administrative Assistant I to be located in Lake Forest, IL.
As an Administrative Assistant I, you will provide advanced administrative support to the Divisional Vice President, Medical, Clinical, and Scientific Affairs and Director Portfolio Strategy and NPI Program Management at our Lake Forest, IL office location on-site.
What You'll Work On:

• Generating and preparing reports (Excel, pivot tables, etc.)
• Managing calendars (Microsoft Outlook);
• Making travel, meeting, and event arrangements.
• Preparing expense reports (Concur & One Concur);
• Processing invoices (SAP SRM and Ariba);
• Editing and creating documents (MS Excel, Word, and PowerPoint), including printing, and binding for meetings and receiving and directing visitors.
• Maintain complex and detailed calendar for DVP, managing agenda conflicts pro-actively.
• Manage correspondence while producing high quality emails and messages to individuals at all levels of the organization. Manage response to vendors and candidates reaching out to C-Suite and other Executive leaders.
• Manage Purchase Order and Invoice Processing for vendors. Submit administrative check requests for invoice payment and process via SRM/SAP/Ariba as well as request Purchase orders in SRM. Work with Procurement and Vendor Management as needed to resolve vendor complaints and system issues. Execute on interdepartmental cross charge as requested by the department.
• Arrange and coordinate complicated domestic and international travel and on occasion manage visa applications for international travels as needed.
• Send details to new hires on Day 1 activities (e.g. what time to come in, where to go, ID badge, etc.)
• Manage all department onboarding of new hires (i.e. I-9's, assimilation meetings, space/location, office phone, computer, company cell phone, company credit card, access to share drives, etc.) and off-boarding activities.
• Maintain global email distribution lists (both manual copy and via IdentityIQ Portal) as well as Org Charts for department. Communicate monthly org updates to DVP and directors.
• Schedule on-site and virtual meetings, acting as a liaison for remote access issues and ensuring conference room A/V is operational.
• Organize all aspects for offsite conferences and external events, including catering and transportation.
• Ensure all policies are followed and items are processed in compliance with corporate guidelines. Act as a subject matter expert for policies and procedures for purchasing, corporate security and privacy rules, corporate branding guidelines and copy center procedures (if applicable).
• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies and maintaining PO. Order departmental office supplies, business cards and stationery.
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating needs for new equipment.
• Lead and coordinate on ad hoc projects as requested with Administrative Assistant team (to include; special lunch events/cleanup, birthday celebrations, system set-up, breakroom issues & coffee supply orders, maintain water service for team, digital organization of files, etc.).
• Audit and maintain organizational charts and Talent Profile data in Workday for identified RMDx employees and run corresponding reports to support the Talent Management Review process.

Required Qualifications

• High School Diploma
• 5+ years of experience in a similar role.
• Advanced knowledge of Microsoft Office Suite. The main applications needed are Teams, Excel, PowerPoint, and Word.
• Demonstrated ability to work well with all levels of internal management and staff, outside clients, and vendors.
• Work cooperatively with the Administrative Assistant team, in positive partnership to support each other. Sensitivity to confidential matters is required.

Preferred Qualifications

• Proven ability to handle confidential or business-sensitive information.
• Proficiency in other business-specific software is preferred: Workday, IdentityIQ, Concur, SAP/Ariba, Visio.
• Exhibits strong attention to detail, critical thinking, adaptability, and integrity.
• Operates independently and works on their own initiative.
• Able to adhere and follow processes and guidelines with discipline and resilience.
• Competitive drive, strong work ethic, and motivation to learn, grow and succeed, professional, accountable, high energy, and collaborative team player.

* Participants who complete a short wellness assessment qualify for FREE coverage in our HIP PPO medical plan. Free coverage applies in the next calendar year.
Learn more about our health and wellness benefits, which provide the security to help you and your family live full lives: www.abbottbenefits.com
Follow your career aspirations to Abbott for diverse opportunities with a company that can help you build your future and live your best life. 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.
The base pay for this position is
$22.00 - $44.00/hour
In specific locations, the pay range may vary from the range posted.
JOB FAMILY:
Administrative Support
DIVISION:
IDDM ARDx Infectious Disease Developed Markets
LOCATION:
United States > Lake Forest : J55
ADDITIONAL LOCATIONS:
WORK SHIFT:
Standard
TRAVEL:
Yes, 5 % of the Time
MEDICAL SURVEILLANCE:
Not Applicable
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.
EEO is the Law link - English: http://webstorage.abbott.com/common/External/EEO_English.pdf
EEO is the Law link - Espanol: http://webstorage.abbott.com/common/External/EEO_Spanish.pdf