Executive Administrative Specialist for VP Office

Talentify; Austin (TX); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health insurance

401(k)

Paid time off

Job summary

AbbVie’s Allergan Aesthetics division seeks an experienced Administrative Assistant to provide high-level support to VP level executives. The role includes managing calendars, scheduling travel, handling correspondence, and preparing business documents with discretion and professionalism.

You will operate with strong MS Office skills, coordinate onboarding, and maintain confidential materials while collaborating across functions and with external partners.

Qualifications

• Minimum 3 years of administrative assistant related experience.
• Experience providing support to a VP level or equivalent.
• Intermediate to advanced knowledge of Microsoft Office Suite, Outlook, Adobe Acrobat, understanding of business processes and requirements.

Responsibilities

• Provides advanced administrative support to VP level or equivalent.
• Monitors and prioritizes executives email, highlights actions and routinely authors responses.
• Coordinates and maintains departmental files, as assigned, in compliance with corporate and legal guidelines.
• Follows company purchasing and other established procedures.
• Uses intermediate to advanced software skills to perform assigned work. Uses and understands Microsoft Office Suite and other business-specific software, including Corporate Travel website and other programs.
• Coordinates new employee office setups and onboarding.
• Professionally interacts with high level executives.
• Maintains and manages calendars, including meeting and travel scheduling and domestic and international travel arrangements.
• Proactively identifies and resolves scheduling conflicts.

Skills

Administrative support

Calendar management

Travel planning

Executive liaison

Confidential information handling

Education

High School diploma or equivalent

Tools

Microsoft Office Suite

Outlook

Adobe Acrobat

Job description

AbbVie’s Allergan Aesthetics division seeks an experienced Administrative Assistant to provide high-level support to VP level executives. The role includes managing calendars, scheduling travel, handling correspondence, and preparing business documents with discretion and professionalism.

You will operate with strong MS Office skills, coordinate onboarding, and maintain confidential materials while collaborating across functions and with external partners.