Senior Administrative Assistant

BioSpace; Cambridge (MA); On-site; USD 85,000 - 110,000; Full time

Benefits offered by this job

Paid time off

Health benefits

401(k) plan

Job summary

AbbVie is seeking a Senior Administrative Assistant to provide comprehensive support to the Vice President of Neuroscience Discovery Research and the Cambridge Research Center (CRC) Site Leader. This on-site role in Cambridge, MA requires discretion, proactive organization, and the ability to manage multiple priorities while maintaining a positive culture.

Responsibilities include calendar management, travel arrangements, expense processing, document creation, meeting planning, onboarding

Job 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.

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

Position Summary

The Senior Administrative Assistant provides comprehensive support to the Vice President of Neuroscience Discovery Research and the Cambridge Research Center (CRC) Site Leader. This role requires a proactive, organized, and professional individual who can manage multiple priorities with discretion and efficiency while helping foster a positive and engaging culture. This position is based on site in our Cambridge Massachusetts location.

Key Responsibilities include, but are not limited to, the following:

• Responsible for all administrative functions for Discovery Research Neuroscience and our Cambridge Research Center such as:
  • Calendar management, proactively solving conflicts.
  • Handling Teams/Zoom and general Telepresence setups and acting as liaison for remote access issues.
  • Scheduling travel and processing expense reports.
  • Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments.
  • Ordering office supplies.
  • Processing invoices.
  • Meeting/event planning and catering.
  • Creating or modifying business documents.
  • Preparing presentations from source materials.
  • Preparing binders and other large copy requests.
  • Requesting publications/articles.
  • Onboarding various contracted vendors; and
• May provide back-up administrative support to other team staff, as needed.
• Responsible for compliance with applicable Corporate and Divisional policies and procedures. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
• Interact with high-level executives and handles confidential or business-sensitive information.
• May include some support for tracking budget expenditures.
• Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.
• Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel and Expense website and employee performance management systems (as applicable).
• Coordinates new employee office set-ups and onboarding.
• May train/coordinate work for new administrative assistants.
• Operates with general instruction and some supervision.
• Safeguards AbbVie confidential information.
• Limited travel may be required.

Leadership And Interpersonal Skills

• Fully understands assigned tasks and any associated expectations.
• Asks for clarification, as needed.
• Understands deadlines and deliverables; communicates obstacles that prevent completion of deadlines; provides status updates prior to deadlines.
• Demonstrates strong problem-solving skills.
• Accountable and responsible for actions/mistakes.
• Challenges the team to always do better.
• Prioritizes own work, balancing multiple requests for assistance.
• Establishes good working relationships with client areas.
• Builds rapport and trust with others; possesses good listening skills.

Qualifications

• Bachelor of Science degree preferred.
• Some leadership or supervisory experience desired.
• Experience working in pharmaceutical company or CRO strongly preferred.
• 7+ years of previous administrative experience supporting executives.
• Must have intermediate-to-advanced knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus and understanding of business processes and requirements.
• Make it happen spirit and attitude as well as persistence.
• Learns fast, grasps the essence, and can change course quickly, where needed.

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