Executive Administrative Assistant

Allergan; North Chicago (IL); On-site; USD 65,000 - 90,000; Full time

Job summary

AbbVie is seeking an experienced executive assistant to provide high-level administrative support to a Corporate Vice President, Senior Vice President, or Executive. The role includes calendar management, travel arrangements, communications handling, and meeting coordination.

Ideal candidates will have 5+ years of admin experience, advanced MS Office skills, and the ability to work with minimal supervision in a fast-paced corporate environment.

Qualifications

• Requires a High School diploma or equivalent; some college preferred.
• 5+ years of admin experience or equivalent.
• Ability to work with little instruction and minimal supervision.
• Advanced knowledge of Microsoft Office Suite, Adobe Acrobat, Visio or OrgPlus, and Outlook or Lotus Notes.

Responsibilities

• Answering phones and calendar management for executives.
• Schedule travel and manage meetings/events.
• Prepare presentations and modify business documents from source materials.
• Coordinate onboarding for new administrative staff and assist with offboarding as needed.
• Maintain expense reports and liaison for remote access issues.

Skills

Advanced admin support

Microsoft Office Suite

Adobe Acrobat

Visio/OrgPlus

Outlook/Lotus Notes

Education

High School diploma or equivalent

Some college preferred

Tools

Corporate Travel site

Employee performance systems

Office equipment setup

Job description

Company Description

About AbbVie

AbbVie's mission is to discover and deliver innovative medicines and solutions that solve serious health issues today and address the medical challenges of tomorrow. We strive to have a remarkable impact on people's lives across several key therapeutic areas including immunology, oncology and neuroscience - and products and services in our Allergan Aesthetics portfolio. For more information about AbbVie, please visit us at www.abbvie.com. Follow @abbvie on LinkedIn, Facebook, Instagram, X and YouTube.

Job Description

Provides advanced administrative support to a Corporate Vice President, Senior Vice President, or Executive. May provide back up support to higher-level management as needed.

Responsibilities

• Responsibilities include all administrative functions of the department: answering phones, calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, handling technology and equipment setups, acting as a liaison for remote access issues.
• May include some support for tracking budget expenditures.
• Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable). Orders office supplies as necessary.
• Uses advanced software skills to perform work assigned.
• Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel Web site, and employee performance management systems (as applicable).
• Coordinates new employee office set-ups and onboarding and may assist with offboarding activities such as equipment return.
• May train/coordinate work for new administrative assistants.
• Follows executive onboarding procedures.

Qualifications

• High School diploma or equivalent. Some college preferred.
• 5+ years previous admin experience or equivalent.
• Operates with little instruction and minimal supervision.
• Advanced knowledge of Microsoft Office Suite, Adobe Acrobat, Visio or OrgPlus, and Lotus Notes or Outlook.

Additional Information

Applicable only to applicants applying to a position in any location with pay disclosure requirements under state or local law:

• The compensation range described below is the range of possible base pay compensation that the Company believes in good faith it will pay for this role at the time of this posting based on the job grade for this position. Individual compensation paid within this range will depend on many factors including geographic location, and we may ultimately pay more or less than the posted range. This range may be modified in the future.
• We offer a comprehensive package of benefits including paid time off (vacation, holidays, sick), medical/dental/vision insurance and 401(k) to eligible employees.
• This job is eligible to participate in our short-term incentive programs.

Note: No amount of pay is considered to be wages or compensation until such amount is earned, vested, and determinable. The amount and availability of any bonus, commission, incentive, benefits, or any other form of compensation and benefits that are allocable to a particular employer remains in the Company's sole and absolute discretion unless and until paid and may be modified at the Company’s sole and absolute discretion, consistent with applicable law.

AbbVie is an equal opportunity employer and is committed to operating with integrity, driving innovation, transforming lives and serving our community. Equal Opportunity Employer/Veterans/Disabled.

US & Puerto Rico only - to learn more, visit https://www.abbvie.com/join-us/equal-employment-opportunity-employer.html

US & Puerto Rico applicants seeking a reasonable accommodation, click here to learn more:

https://www.abbvie.com/join-us/reasonable-accommodations.html