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Administration Executive

3 months ago

Mumbai, Maharashtra, India Abbott Laboratories Full time
Administration Executive, Global Data Science & AnalyticsAbout Abbott

For years, Abbott's medical device businesses have offered technologies that are faster, more effective, and less invasive. Whether it's glucose monitoring systems, innovative therapies for treating heart disease, or products that help people with chronic pain or movement disorders, our medical device technologies are designed to help people live their lives better and healthier. Every day, our technologies 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.

Job DescriptionAbbott currently has an opportunity for an Administration Executive, within "Digital Transformation Team, Global Data Science and Analytics ". Administration Executives serve a critical role in a business by aiding key company executives with scheduling, organization, and administrative tasks. The role of an executive assistant is important to the success of the executive and, as a result, the company. An Administration Executive helps the executive for whom they work with tasks such as scheduling; reviewing, prioritizing project deliveries, and responding to emails; answering and returning phone calls; event coordination, vendor liaison, organizing documents; maintaining records; taking notes at meetings and any other administrative tasks that help the executive perform their job. The candidate will collaborate effectively with internal stakeholders and cross-functional teams in India and the US. He or she will be troubleshooting team's operational concerns in effective manner and escalate to relevant executive or different groups for remediation.

What You'll Do

As an Administration Executive, you will be actively working and contributing to the following areas:

  • General Administration & Executive Assistance (30%)
  • Organizing documents; maintaining records; relevant policies, agreements, and BU communications.
  • Help prepare strategic drafts and final PPTs for executives (Site Head, Directors, DVPs etc.)
  • Prepare and send important documents, legal, financial and ops planning etc.
  • Manage the communications, expense claims & executive assistance for DVP/Director/Site Head
  • Day To Day Operations (20%)
  • Manage policy documents and all internal communications such as holiday, food, etc.
  • Monthly Bills and Invoices, Petty cash, Agreements, and maintenance as per schedule
  • Office Management & manage Contract Employees at site e.g., Housekeeping, security etc.
  • Process creation and improvement for daily small ad hoc and repeating work
  • Manage employee database, org charts, profiles, etc.
  • Office event co-ordinations, Logistics and Visitor Management (20%)
  • Vendor Coordination, creations in systems, document uploads etc.
  • Coordination for all internal events/ team offsite/ Visitor management at site - agenda preparation, logistics planning, budget estimation etc.
  • Engage with cross-functional team for meetings.
  • Project Management (30%)
  • Project delivery schedule, task trackers & scope management
  • Stakeholder management, Risk Management
  • Budget, cost management, MIS (if applicable), Templates for standardizations
Who you are

You should have direct experience as Administrative Assistant, Executive Assistant, Secretary, MIS or PMO, as well as experience and some basic understanding of Life sciences and Healthcare Sector and/or Data Analytics could be a value add. Administration Executive perform more than administrative tasks; they are often the team "go-to person" and work closely with senior leader to enables them to advance company initiatives and goals. They filter and attend to the day-to-day operations and administrative functional work that are part of the executive's role so that the executive can focus on the high-level leadership and strategy functions.

QualificationsMinimum Required Skills
  • A Bachelor's degree in Science or Commerce
  • At least 3+ Years of experience in supporting as an Executive Assistant or Administrative Assistant or PMO for a mid-large size organization and help in managing team dynamics, promoting cohesive culture of collaboration, identify efficiency areas and saving time for key managerial personnel
  • Experience in prompt and correct processing of invoice, bills and monitoring and updating agreements, amendments, and other documentations to safeguard company's interest and liabilities
  • Experience working with Finance, Procurement, Legal, Facilities team, Housekeeping, Security, and other administrative and liaison with operations support functions (IT, OEC, BHR, TAG)
  • Understanding of project management lifecycle and methods used to track diverse types and small, medium, and large duration projects
  • Strong Negotiation and Influencing skills combined with oral and written communication
  • Critical thinking skills, and ability to effectively lead, collaborate and communicate across diverse group of stakeholders (scientific, technical, operational) and prioritize tasks
Preferred Desirable Skills
  • Master's in Business Administration (Finance, Strategy or Operations or General Management)
  • 5+ years relevant secretarial work experience in a Life sciences and Healthcare Company and/or IT, Data Analytics
  • Experience managing or tracking projects and supplying quick meeting notes and action items to the team in a crisp and concise manner
  • Experience establishing and managing relationships with external stakeholders, vendors
  • Expertise working with Finance, Procurement, Legal and Administration and Facilities team