Star Executive Assistant Jobs

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.

As a STAR Executive Assistant, you will work full-time to provide interim administrative support to leadership at all levels of the organization, including the Executive Suite. This dynamic role requires an executive level administrative skillset as well as a positive, customer-focused attitude. STAR Executive Assistants provide support to the business when permanent assistants are not in the office due to vacation, leave of absence, position vacancy, times of excessive workload and for special projects. This role provides a unique opportunity to learn about the Abbott business and provide peace of mind to the individuals we support.

What You’ll Do

Responsibilities include fielding and screening telephone calls; managing calendars (Microsoft Outlook); making travel, meeting, and event arrangements; preparing expense reports (Concur); processing invoices (SRM and SharePoint); receiving and directing visitors, word processing (Microsoft Word), creating spreadsheets (Microsoft Excel) and presentations (Microsoft PowerPoint) from source material, and filing in compliance with corporate and government regulations. Demonstrated ability to work well with all levels of internal management and staff, outside clients and vendors. May assist with overflow work from executive assistants and fill in for other administrative assistants as needed. Sensitivity to confidential matters is required.

Other Duties Include

• Manage correspondence and schedule couriers, teleconference, videoconference, and telepresence (Teams, WebEx, Zoom) meetings; mobile phone setups, acting as a liaison for remote access issues.
• Support for tracking budget expenditures.
• Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
• Coordinate new employee office set-ups and onboarding.
• Use intermediate to advanced software skills to perform work assigned.
• Order business cards, stationery, and departmental office supplies.
• Compliance with applicable Corporate and Divisional Policies and procedures.
• Use and understands Microsoft Office Suite, Microsoft Teams, Microsoft Power Apps and other business-specific software, including the Corporate Travel Web site, and Workday (employee performance management systems).

Position Accountability / Scope

• Proactively identifies and resolves scheduling conflicts.
• Establishes good working relationships with client areas; builds rapport and trust with others
• Anticipates the needs of executive level management and take initiative to resolve issues with the appropriate level of urgency.
• Maintains and manages calendars, including meeting and travel scheduling and domestic and international travel arrangements.
• Works in various office buildings in Lake County as assigned by program manager
• Consistently handles confidential or business sensitive information
• Strong executive presence, interacts with high level executives daily
• May train/coordinate work for new administrative assistants
• Provides seamless transition into and out of assignments, from one STAR resource to another
• Completes tasks independently with a strong attention to detail.
• Consistently interacts with high-level executives.
• Frequently handles confidential or business-sensitive information. Data is typically organizational or multi-dimensional.
• Creates board books as requested
• Exhibits critical thinking skills, adaptability and integrity.
• Adheres to executive processes and guidelines
• Intermediate to advanced knowledge and understanding of business processes and requirements.
• Prioritizes own work, balancing multiple requests for assistance
• Coordinates new employee office set-up and onboarding
• Follows executive onboarding procedures

Education And Experience You’ll Bring

• High school diploma or equivalent
• Advanced knowledge of Microsoft Office Suite, Microsoft Teams, Adobe Acrobat, Visio or OrgPlus, and Outlook required. Microsoft Power Apps knowledge preferred.
• Associates degree in Secretarial Science preferred
• Operates independently and works on own initiative
• 10+ years of experience or equivalent

What We Offer

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

• The stability of a company with a record of strong financial performance and history of being actively involved in local communities
• Financial security through competitive compensation, incentives and retirement plans
• Health care and well-being programs including medical, dental, vision, wellness and occupational health programs
• Training and career development, with onboarding programs for new employees and tuition assistance
• 401(k) retirement savings with a generous company match
• Paid time off

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.