Administrative Assistant

May 1 2019
Industries Pharmaceutical, Biotechnology
Categories Administrative, Clerical, Administrative assistant
Montreal, QC

At Abbott, we're committed to helping you live your best possible life through the power of health. For more than 125 years, we've brought new products and technologies to the world -- in nutrition, diagnostics, medical devices and branded generic pharmaceuticals -- that create more possibilities for more people at all stages of life. Today, 99,000 of us are working to help people live not just longer, but better, in the more than 150 countries we serve.


  • Provide efficient administrative support to the Corporate Finance Services (CFS) team.

  • Organize and schedule meetings (departmental meetings, ad hoc meetings, annual employee events etc.) and provide the necessary material for the meetings, catering arrangements etc.

  • Prepare and monitor issuance of purchase orders, cheque requisitions, invoices etc. for the CFS team (monthly rent, sales tax, income tax, facility etc.).

  • Coordinate approvals from management for various documents (contracts, invoices etc.) and maintain central repository for contracts and purchase orders.

  • Prepare travel arrangements for management and other CFS team members when necessary.

  • Complete CTE expense reports for management in accordance with Finance policies.

  • Prepare memos, emails, reports, PowerPoint presentations on a required basis for CFS team.

  • Order and manage office supplies; ensure expense is in line with budget.

  • Assist in training staff members and onboarding of new hires.

  • Provide general support to visitors.

  • Liaise with Facility Management to ensure good functioning of office equipment.

  • Distribute incoming mail to the CFS team members.

  • Maintain the cheque register log and ensure cheques are maintained in a secure manner as per Sox requirements.

  • Review, validate and code cell phones invoice in accordance with approved SOP.

  • Provide various support to Account Payable and Treasury teams: verifying vendor log changes and requesting confirmation of those changes; e-invoices for DC Ops; verification of Intelecom Solutions invoices; verifying the A25 and 401 invoices by entering the account number and car owner information as per approved SOP.

  • Coordinate activities related to internal and external audits on a required basis.

  • Maintain up-to-date employee vacation records for CFS team as per vacation policy.

  • Carry out other administrative duties such as filing, copying, binding, scanning etc.

    Required Skills & Abilities:

  • Good interpersonal skills.

  • Ability to take key actions and demonstrate behavioural anchors that supports Abbott core competencies.

  • Ability to work with minimal supervision and to prioritize efficiently.

  • Ability to exercise discretion and confidentiality with sensitive documents or information.

  • Ability to take initiative and creative and innovative approach to solving problems.

  • Strong analytical and organizational skills.

  • Accuracy and attention to detail.

  • Excellent communication skills, in English, French and Spanish.

  • Advanced skills in MS Office: Word, Excel and PowerPoint.


  • College diploma in office administration or related field of study is required.

Required Experience:

  • Minimum 3-5 years of experience in a similar role.

Abbott Canada is committed to the hiring, advancement and fair treatment of individuals without discrimination based on factors such as race, sex, colour, ethnic or national origin, religion, disability, age, citizenship, family or marital status, political beliefs, sexual preference or other factors included in human rights legislation.

Our diversity goals for recruitment, hiring, and retention are embedded in our corporate goals, and our diversity initiatives are supported by the highest level of the organization.

We strongly believe that a diverse workforce fosters more creative and innovative thinking throughout the organization. Creating an inclusive environment, where everyone is respected and valued, enables us to leverage our diversity as a business driver and strengthens our position as a global leader.

Abbott strives to promote and maintain an inclusive, high-performing culture that allows all employees to reach their full potential and contribute to Abbott's success.

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