Senior Administrative Assistant

AbbVie Inc.; Chicago (IL); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Paid time off

Medical/dental/vision insurance

401(k)

Job summary

AbbVie seeks a Senior Administrative Assistant to provide administrative and basic technical support to the VP of Information Research (IR) and the IR leadership team. The role ensures smooth day-to-day operations by coordinating schedules, maintaining documentation, and supporting routine business processes.

The candidate will manage calendars for VP IR and leaders, prepare IR-related reports, maintain filing systems, and assist with events and travel logistics.

Qualifications

• High school diploma or equivalent.
• Experience in an executive administrative or support role or technical environment, or relevant training.
• Proficiency with standard office software and collaboration tools (email, calendar, word processing, presentations, spreadsheets, and virtual meeting tools). MS Word, Excel, PowerPoint, Teams.
• Strong organizational skills with attention to detail and accuracy.
• Clear written and verbal communication skills.
• Ability to manage multiple tasks, prioritize work, and meet deadlines in a fast-paced environment.
• Demonstrated ability to handle confidential information with discretion.

Responsibilities

• Provide calendar and meeting support for VP, IR, leadership team and the broader IR team and visitors, including scheduling and coordinating logistics.
• Prepare, format, and proofread IR-related documents, presentations, spreadsheets, and reports.
• Maintain organized electronic filing and shared repositories for IR documentation.
• Support basic data entry and updates in IT trackers, logs, or systems.
• Assist with coordination of IR team events, workshops, and training sessions.
• Help process routine administrative tasks such as invoices, purchase requests, and expense reports.
• Monitor and coordinate local IR office supplies.
• Assist onboarding logistics for new IR team members.
• Assist IR leaders with travel scheduling and expense processing.
• Perform other administrative duties as assigned.
• Serve as a point of contact for building issues and facility needs.

Skills

Calendar management

Document formatting

Data entry

Verbal & written communication

Confidentiality

Education

HS Diploma

Tools

MS Word

Excel

PowerPoint

Teams

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

The Senior Administrative Assistant is an individual contributor role that provides administrative and basic technical support to the VP of Information Research (IR), the IR leadership team, and their extended team. They are an integral part of the IR assistant team. This role helps ensure smooth day‑to‑day operation of VP, IR activities by coordinating schedules and meetings, maintaining documentation and trackers, and supporting routine building and business processes.

Responsibilities:

• Provide calendar and meeting support for VP, IR, leadership team and the broader IR team and visitors, including scheduling, rescheduling, and coordinating logistics for in‑person and virtual meetings.
• Prepare, format, and proofread IR‑related documents, presentations, spreadsheets, and reports, ensuring accuracy and consistency.
• Maintain organized electronic filing and shared repositories for IR documentation (e.g., team files, meeting notes, standard procedures, project trackers).
• Support basic data entry and updates in IT trackers, logs, or systems (e.g., project lists, asset, or request trackers) as directed.
• Assist with coordination of IR team events, workshops, and training sessions, including agendas, attendee lists, materials, and local logistics.
• Help process routine administrative tasks such as invoices, purchase requests, basic vendor documentation, and expense reports in alignment with established processes.
• Monitor and help coordinate local IR office or team supplies (e.g., standard office materials, meeting materials) according to guidelines.
• Support onboarding logistics for new members of the IR team (scheduling introductions, sharing team materials/checklists, helping with standard setup steps as directed by IR staff).
• Assist the IR leaders and team in travel scheduling and processing of expense reports.
• Perform other administrative duties as assigned to support the effectiveness of the IR organization.
• Serve as a point of contact for building issues. Communicate security issues, cleaning needs, and maintenance requests through the proper channels.

Qualifications

Required:

• High school diploma or equivalent.
• Experience in an executive administrative or support role or technical environment, or relevant training.
• Proficiency with standard office software and collaboration tools (email, calendar, word processing, presentations, spreadsheets, and virtual meeting tools). MS Word, Excel, PowerPoint, Teams.
• Strong organizational skills with attention to detail and accuracy.
• Clear written and verbal communication skills.
• Ability to manage multiple tasks, prioritize work, and meet deadlines in a fast‑paced environment.
• Demonstrated ability to handle confidential information with discretion.
• Key Competencies:
  • Service orientation and responsiveness to stakeholder needs.
  • Collaboration and teamwork across functions and locations.
  • Problem‑solving and resourcefulness.
  • Flexibility, learning agility, and comfort with technology.

Preferred:

• Prior experience supporting a technology function or other technical team.
• Familiarity with common technology or business systems (for example, ticketing, asset, or document management tools) as a user.
• Experience supporting multiple stakeholders or leaders simultaneously.
• Ability to work independently with minimal day‑to‑day direction while knowing when to seek clarification.

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