ADMINISTRATIVE ASSISTANT II

At Abbott, we provide the perspectives and experience necessary to translate science into real solutions for patients in over 130 markets worldwide. Today, 72,000 Abbott employees are doing work that matters.

SUMMARY: - Lead administrative support for department to ensure that department productivity and quality goals are met. - Provide direct administrative support to Divisional Vice President/Department Head and other assigned attorneys and paralegals.

PRIMARY RESPONSIBILITIES:
Administrator Responsibilities, include:
- Provide orientation, recommend appropriate training, and facilitate development of administrative staff through cross-training and project work.
Provide input for expectations, goals, and performance feedback for administrative staff.
- Coordinate department activities and special projects to ensure quality and meet deadlines.
- Monitor administrative staff schedules to ensure coverage and reducing overtime, including assignments/ rotations, employee training, vacations, breaks, overtime assignment, timecard approval, and back up for absent employees.
- Manage day-to-day office functional issues, i.e. facilitation of IT needs, coordination with contract employees, office equipment maintenance/repair, and purchasing of supplies.
- Continuously evaluate department administrative processes, identifying areas for improvement and implementing appropriate process changes.
- Initiate and conduct group and individual administrative meetings to ensure appropriate and effective communication.
- Facilitate strong communication with attorney, paralegal and administrative staff.
- Serve on committees and teams as department representative.

Administrative support to the Divisional Vice President/Department Head (and other attorneys and paralegals as assigned), including:
- interact with executives and staff functions, ensuring that telephones are handled at all times;
- coordinate schedules, schedule meetings, and maintain calendars;
- review, log and appropriately distribute incoming mail;
- generate outgoing correspondence including editing, proofreading, reproducing, printing, collating, and binding;
- prepare presentations, letters, forms, and spreadsheets;
- file legal correspondence, contracts and reports;
- make travel arrangements, and prepare and submit expense reports;
- order supplies, prepare ACRs, and entering data into litigation, document management and record hold databases;
- provide back-up support to other administrative assistants;
- multi-task, prioritize, complete assigned tasks and special projects, while exercising excellent judgment, initiative and tact;
- access to very sensitive corporate and employee documents and must exercise the highest degree of discretion and ethical behavior; and
- other projects and duties as assigned.

Open cubicles which provide minimal privacy and noise protection. High-pressure and fast-paced due to the nature and volume of work. Prolonged sitting and computer use.
Hours: Monday - Friday 8:00 am to 4:40 pm.

QUALIFICATIONS:

Basic Qualifications:
- A minimum of 8 to 10 years legal/executive secretarial experience and a minimum of 2 years supervisory experience.
- Attention to detail, excellent organizational and communication skills (both written and verbal), and team building skills, as well as the ability to "think on your feet" in order to make decisions independently.
- Multi-tasking ability and ability to maintain decorum and remain focused under pressure.
- Due to exposure to highly sensitive information, professional discretion is necessary.
Excellent prioritization and follow-up skills.
- Proficient in the use of a personal computer and Microsoft Office Suite, and readily able to utilize new software and navigate the internet.

Preferred Qualifications: At least 2 years or prior legal experience. Associates or Bachelors Degree or some additional training coursework or education preferred.

Through numerous local, national and international accolades, Abbott is regarded as an employer of choice for our commitment to workplace excellence. Our employees are given the tools to succeed, lead and grow, with challenging opportunities and work that makes a difference. Through our diverse healthcare businesses, we connect people and potential in ways that no other company can.