Administrative Assistant

Job highlights
Identified by Google from the original job post
Qualifications
Potential to extend for right candidate
Proficiency in one to two software programs is required
High School Diploma/GED
Minimum 3 years previous administrative experience or equivalent
Proficiency with M/S Office Suite (Excel, Word, PowerPoint, Outlook)
Organizational skills, attentiveness to detail and the ability to work under general supervision
Intermediate to advanced knowledge of Microsoft Office Suite, Adobe Acrobat, Visio or OrgPlus, and Lotus Notes or Outlook
Work cooperatively and productively with others
Demonstrated problem solving skills
Ability to take initiative and work independently
Anticipate challenges and opportunities proactively
Resourceful, effectively navigates through ambiguity and can force prioritize
Adept at handling multiple assignments in a timely manner while meeting assigned deadlines
Ability to understand and comply with applicable Food & Drug Administration (FDA) regulations and Company operating procedures, processes, policies and rules is essential
Able to use discretion and handle sensitive/confidential information
Experience in the biotech, bio-instruments, or medical devices industries
Experience working in a broader enterprise/cross-division business unit model
Ability to work in a highly matrixed and geographically diverse business environment
Ability to maintain regular and predictable attendance
Responsibilities
Shift : 8am to 4.30 PM
Provides clerical support to a smaller department or group of individuals or works in conjunction with other clerical staff to support a work area or division
May also assist with phone coverage, report preparation and meeting scheduling
Assists with calendar management, travel arrangements, expense reports, invoice processing and other administrative tasks as required
Assists with administrative support for meeting planning, townhalls, and agenda management for weekly, monthly, and quarterly leadership team meetings
Assists with tracking department activities and key metrics including changes in org charts, budget/invoices, quarterly progress against goals, completion of assigned trainings, vacation utilization, and travel
Assembles, and analyses information; prepares reports, 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
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
Job description
Job ID: ABOJP00037227

Job Title: Administrative Assistant I

Duration: 10/21/2024 to 04/18/2025

Location: 13150 Telfair Avenue, Sylmar CA - +1342

Shift : 8am to 4.30 PM

Onsite only Self-starter, able to multitask in fast paced changing environment Good written and verbal communication skills Microsoft Office, Visio and Ariba experience preferred.

Potential to extend for right candidate.

Provides clerical support to a smaller department or group of individuals or works in conjunction with other clerical staff to support a work area or division.

Proficiency in one to two software programs is required.

May also assist with phone coverage, report preparation and meeting scheduling.

What You’ll Work On:
• Assists with calendar management, travel arrangements, expense reports, invoice processing and other administrative tasks as required.
• Assists with administrative support for meeting planning, townhalls, and agenda management for weekly, monthly, and quarterly leadership team meetings.
• Assists with tracking department activities and key metrics including changes in org charts, budget/invoices, quarterly progress against goals, completion of assigned trainings, vacation utilization, and travel.
• Assembles, and analyses information; prepares reports, 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.
• 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

Required
• High School Diploma/GED
• Minimum 3 years previous administrative experience or equivalent.
• Proficiency with M/S Office Suite (Excel, Word, PowerPoint, Outlook)
• Organizational skills, attentiveness to detail and the ability to work under general supervision.
• Intermediate to advanced knowledge of Microsoft Office Suite, Adobe Acrobat, Visio or OrgPlus, and Lotus Notes or Outlook.

Preferred:
• Associate’s or Bachelor’s degree.
• Workday and Concur experience is a plus.
• Strong verbal and written communications with ability to effectively communicate at multiple levels in the organization. Work cooperatively and productively with others.
• Demonstrated problem solving skills.
• Ability to take initiative and work independently.
• Anticipate challenges and opportunities proactively.
• Resourceful, effectively navigates through ambiguity and can force prioritize.
• Adept at handling multiple assignments in a timely manner while meeting assigned deadlines.
• Ability to understand and comply with applicable Food & Drug Administration (FDA) regulations and Company operating procedures, processes, policies and rules is essential.
• Able to use discretion and handle sensitive/confidential information.
• Experience in the biotech, bio-instruments, or medical devices industries.
• Experience working in a broader enterprise/cross-division business unit model.
• Ability to work in a highly matrixed and geographically diverse business environment.
• Ability to maintain regular and predictable attendance.

United States
California
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