Senior Administrative Assistant

Allergan; Chicago, Northern (IL, KY); Hybrid; USD 52,000 - 75,000; Full time

Benefits offered by this job

Paid time off

Medical/dental/vision insurance

401(k) plan

Job summary

AbbVie is seeking an experienced administrative professional to manage a high-demand VP-level support role in our Chicago area office. You will handle calendar management, travel arrangements, correspondence, and executive communications with discretion and professionalism.

The role requires solid MS Office skills (Outlook, Word, Excel, Acrobat) and the ability to coordinate across teams, maintain confidential information, and support onboarding and department operations.

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.
• Self-starter able to function at a high level with general instruction.
• Maintains confidentiality and professional demeanor.

Responsibilities

• Provide advanced administrative support to VP level or equivalent and resolve scheduling conflicts.
• Order office and department supplies and track budget expenditures where needed.
• Coordinate and maintain departmental files in compliance with guidelines.
• Ensure compliance with Corporate policies and procedures and routing processes.
• Utilize MS Office and business software; assist with travel and onboarding.
• Coordinate new employee setups and onboarding and interact with executives.
• Handle confidential information and manage calendars for domestic and international travel.
• May train or coordinate with other administrative assistants at other sites.

Skills

Administrative support

Executive support

Communication

Confidentiality

Education

High School diploma or equivalent

Tools

Microsoft Office Suite

Outlook

Adobe Acrobat

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

Responsibilities include all administrative functions of the department: office supplies, calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, planning meetings/events and on-site support, creating or revising business documents, preparing presentations from source materials, and business system support.

Responsibilities

• Provideadvanced administrative support to VP level or equivalent. May provide backup support to other staff as needed. Proactively identifies and resolves scheduling conflicts.
• Orderoffice and other department supplies. May include some support for tracking budget expenditures.
• Coordinateand maintaindepartmental files, as assigned, in compliance with corporate and legal guidelines.
• 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).
• Utilize 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.
• Coordinatenew employee office setups and onboarding.
• Professionally interactwith high level executives.
• Consistently handleconfidential or business-sensitive information.
• Maintainand managecalendars, including meeting and travel scheduling and domestic and international travel arrangements.
• May train/coordinate work with other department administrative assistants at other sites.

Qualifications

• Minimum 3 years of administrative assistant related experience. High School diploma or equivalent.
• 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.
• Self-starter able to function at a high level with general instruction.
• Builds strong relationships with peers and cross-functionally with partners outside of assigned group as necessary to enable effective and efficient Legal team operations.
• Team-oriented, can-do attitude and desire to be productive contributor to overall organization.
• Learns quickly and can change course quickly when needed.
• Open to suggestions and innovation for improvement.
• Professional demeanor and ability to maintain confidentiality.

Additional Information

• 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/visioninsurance and 401(k) to eligibleemployees.
• This job is eligible toparticipate in our short-term incentiveprograms.

Note: No amount of payis considered to bewages or compensation until such amount isearned, vested, anddeterminable.Theamountandavailabilityof anybonus,commission, incentive, benefits, or any other form of compensation and benefits that areallocable to a particular employe remains in the Company'ssole and absolutediscretion unless and until paid andmay bemodified at the Company’s sole and absolutediscretion, consistent withapplicable 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