Administrative Assistant I

Job Title: Administrative Assistant I
Location: Sylmar, CA – Local candidates only, required to be onsite
Period: 07/22/2024 to 01/24/2025
Hours/Week: 40 hours
Rate: $25 - $30/hr (Hours over 40 will be paid at Time and a Half)
Contract Type: W-2 only, temp to perm potential

Scope of Services:

This Administrative Assistant I position works on-site at the Sylmar, CA location. Working under general supervision, organizes, plans and performs a variety of clerical and administrative support duties, such as (but not limited to): receiving/screening/directing phone calls/e-mails; making travel arrangements; scheduling appointments; arranging meetings; preparing correspondence, reports, documents, presentations; coordinating execution of contracts; submitting invoices to finance; coordinating publication clearance, submission and review; collecting/distributing data; and maintaining paper/electronic filing systems. This new team member will take initiative to ensure work is done accurately and completely as well as apply existing work methods to different known situations. Problems involve recurring, routine situations; usually refers more complex problems to supervisor or more senior level personnel.

Role, Responsibilities, & Deliverables:

• 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 analyzes 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 & Experience:

• High School Diploma/GED and/or Associate’s or Bachelor’s degree.
• 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.
• 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.