Executive Assistant

About Abbott

Abbott is a global healthcare leader, creating breakthrough science to improve people’s health. We’re always looking towards the future, anticipating changes in medical science and technology.

Our medical devices 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.

Working at Abbott

At Abbott, you can do work that matters, grow, and learn, care for yourself and family, be your true self and live a full life. You will have access to:

• Career development with an international company where you can grow the career you dream of .
• Amazing health and wellness benefits and perks.
• A company recognized as a great place to work in dozens of countries around the world and named one of the most admired companies in the world by Fortune.
• A company that is recognized as one of the best big companies to work for as well as a best place to work for diversity, working mothers, female executives, and scientists.

Abbott Vascular provides innovative, minimally invasive, and cost-effective products for treatment of vascular disease. This role is responsible for assisting the General Manager by providing executive level assistance through the completion of diversified administrative activities while supporting marketing and sales in different project coordination activities

• Executive Assistant acts as a coordinator and main point of contact for management team, providing administrative support to General Manager and the Vascular leadership team.
• Role provides confidential support among management team assisting with business governance and risk reduction.
• Holds a key roll in sales force event management at different levels. PO elaboration, Invoice management, Physician Service Agreement elaboration, and vendor set up.
• Alignment of sales and customer events requiring compliance oversight.
• Gather and manage event authorizations aligned to sales and promotional activities within ANZ.
• Executive assistant has full ownership on coordination, contracting and logistics of vascular team meeting such as Kick-off and Mid-Year meetings. These responsibilities extend to the execution of such events
• Acting as coordinator and main point of contact between GM and broader vascular team
• Organise and manage General Manager’s diary, voicemail, appointments, mail and emails, including distributing correspondence received as appropriate for action by relevant executives.
• Coordinate meetings for General Manager and Leadership Team and the management of agendas and minutes for the respective meetings.
• Book travel for the division and manage division travel calendar.
• Manage communication between the Area/Division leadership and Affiliate leadership.
• Organising meetings and agendas for visitors as required; Networking and liaising with clients and/or client EAs and peers internally.
• Manage the shared file drive-maintain information systems, records, files and confidential documents and compliance supporting documents
• Manage office equipment and office supply requirements for Division.
• Organise and manage catering services for relevant in-house events for the division.
• You may be required to work outside of your ordinary hours of work to participate in essential training, team meetings, customer events or trade shows/conferences. These events may take place on an evening and/or weekend.

• Attend regular departmental meetings with relevant manager/supervisor to build in continuous feedback mechanisms.
• Meet the requirements of ISO by complying with all relevant Quality policies and procedures to ensure the Quality objectives of the business are met.
• Comply with all relevant company Occupational Health, Safety and Environmental policies, procedures, and work practices with the intent of preventing or minimising accidental exposures to self, colleagues and/or the environment.
• Ensure any PPE provided by the Abbott is worn.
• Report any accidents or incidents within 24 hours through Donesafe and notify your manager.

• Ensure all activities carried out by self and others are in accordance with legislative employment policies, health & safety requirements and global policy.
• Promote a standard of excellence for quality and customer focus at Abbott.
• Uphold the Abbot Code of Business Conduct.
• Live our Abbott Values – Pioneering, Achieving, Caring, Enduring.
• Maintain up-to-date knowledge of Abbott standard operating procedures and policies and always ensure compliance.
• Ensure your Company related activities comply with relevant Acts, legal demands and ethical standards.

• Timesheet Compliance
• Ensure the timely completion of the timesheet via the ADP system. At minimum, this must be completed on a monthly basis and approved by your Manager prior to the 8th of the following month.

• Minimum three years’ experience in a senior administrative role, tertiary qualifications are advantageous but not a necessity.
• Must have a demonstrated ability to manage communication and administrative requirements between a local affiliate and an Area/Division Regional Office.

• Advanced Microsoft office skills and the ability to apply new technology and programs for efficiency.
• Composure: Maintains focused and under control in pressure circumstances.
• Open Communication / Listening: Ensures accurate understanding and acts in a way that facilitates open exchange of ideas and information amongst team.
• Planning and Organizing: Effectively identifies, plans, schedules and coordinates the resources (people, material, information, time) required to accomplish goals.
• Self Confidence: Demonstrates belief in own abilities, and the willingness to exercise one’s own judgment, especially under challenging circumstances.
• A demonstrated ability to maintain confidentiality and integrity