Adjoint(e) administratif(ve) exécutif(ve) – Produits nutritionnels (Montréal) / Executive Admin[...]

L’OCCASION À SAISIR

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.

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.
• 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.

THE OPPORTUNITY

Working from our Montreal Head Office in Abbott’s Nutritional Products Division, an exciting opportunity has arisen to play a pivotal role in supporting the General Manager and providing administrative and project assistance to the leadership team.

The Executive Assistant is integral to the success of our team, ensuring seamless execution of daily operations, managing priorities, and enhancing efficiency through skilled management of complex schedules and discretion in handling sensitive information. Acting as a trusted partner, this role anticipates needs, coordinates priorities, and fosters collaboration, making a meaningful impact on the team’s overall success.

WHAT YOU’LL DO

• Provide day-to-day executive administrative support to the General Manager and Senior Leadership Team.
• Apply appropriate due diligence ensuring accuracy in completing ad-hoc administrative tasks (e.g., reports, invoices, communications, tables, charts, files).
• Prepare and refine high-quality PowerPoint presentations and materials for internal and external audiences.
• Manage correspondence by reading, researching, and routing inquiries, drafting communications, and ensuring timely responses.
• Manage a complex calendar by arranging meetings, resolving scheduling conflicts, and proactively planning for upcoming commitments.
• Coordinate meeting logistics, prepare agendas, take minutes, and track follow-up actions to ensure accountability and progress.
• Organize and coordinate travel arrangements, including flights, accommodations, and detailed itineraries.
• Process expenses and ensure timely completion, using Abbott’s systems. Observe purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
• Provide support while ensuring quality service and professionalism at every interaction.
• Anticipate and address the needs of the GM and team, ensuring seamless daily operations.
• Streamline administrative processes to enhance efficiency across the GM’s office.
• Coordinate and maintain departmental files, as assigned, in compliance with corporate and government regulations.
• Use and understand Microsoft Office Suite and other business-specific software, including the Corporate Travel website and employee performance management systems (as applicable).
• Coordinate new employee office set-ups and onboarding.
• May train/coordinate work with other administrative assistants.

REQUIRED QUALIFICATIONS

• College, three-year diploma (Office Administration or related field).
• Minimum 5 years of experience as an Administrative Assistant to a GM, VP or Director.
• Strong computer skills: MS Office, Teams, SAP.
• Liaise with internal and external stakeholders to build and maintain positive, mutually beneficial relationships.
• Ability to think strategically and multi-task while able to meet conflicting deadlines.
• Excellent communication skills with the ability to listen actively, ask questions and communicate effectively.
• Exceptional written and verbal communication skills, with the ability to convey information concisely and effectively.
• Outstanding organizational skills and attention to detail, with the ability to manage multiple priorities simultaneously.
• Strong interpersonal skills with the ability to build relationships across all levels of the organization.
• Ability to work under pressure.
• Excellent time management skills, self-discipline and focus.
• Excellent accuracy and follow-up skills.
• Reliable/Dependable/Punctual.
• Ability to handle confidential information.
• The incumbent must be able to communicate well in English (50% of the time), as his or her duties require interaction with stakeholders and colleagues outside Quebec and Canada.

Follow your career aspirations to Abbott for diverse opportunities with a company that can help you build your future and live your best life. Abbott is an Equal Opportunity Employer, committed to employee diversity.

JOB FAMILY: Administrative Support

DIVISION: ANPD Nutrition Products

LOCATION: Canada > St. Laurent : 8625 Trans Canada Highway

WORK SHIFT: Standard

TRAVEL: No

MEDICAL SURVEILLANCE: Not Applicable

SIGNIFICANT WORK ACTIVITIES: Not Applicable