Senior Administrative Assistant

BioSpace; Irvine (CA); On-site; USD 90,000 - 120,000; Full time

Benefits offered by this job

Paid time off (vacation, holidays, PTO

Medical/dental/vision insurance

401(k) plan

Short-term incentive programs

Job summary

AbbVie is seeking an Executive Assistant to the VP of Biological Research. The role is full-time and onsite, supporting senior leaders, coordinating complex calendars, travel, and expense reporting.

The ideal candidate will be highly organized, discreet, and capable of partnering across the organization. Responsibilities include coordinating meetings, preparing materials, managing confidential information, and assisting with department operations and events.

Qualifications

• 10-12+ years of administrative and secretarial experience.
• Advanced knowledge of word processing, presentations, spreadsheets, calendaring, and databases (MS Outlook, PowerPoint, Excel, Word).
• Experience with complex travel planning, including forecasting, expense reporting and budgeting.
• Excellent written and verbal communication; strong business language and interpersonal skills.
• Proactive, professional, flexible, organized, and able to handle confidential information with sound judgment.
• Ability to work independently, set priorities, and manage multiple tasks efficiently.
• Proven ability to navigate cross-functional organizations across locations and build collaborative relationships.

Responsibilities

• Maintain calendar and schedules for VP of Biological Research and senior leaders.
• Coordinate meetings, book spaces, arrange AV setups, publish agendas, and support site visits and events.
• Prepare memos, letters, presentations, reports, and distribute materials promptly.
• Maintain organized department files and handle confidential information securely.
• Plan travel for the VP and senior leaders, including flights, hotels, and registrations.
• Manage expense reporting, tracking, and receipts reconciliation.
• Order office supplies and coordinate maintenance; support department operations and facilities requests.
• Maintain organizational charts and contact lists as needed.
• Provide back-up administrative support for other leaders when required.
• Support planning and execution of departmental activities and leadership meetings.

Skills

Excellent communication

Independent work

Cross-functional collaboration

Tools

Microsoft Outlook

PowerPoint

Excel

Word

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.

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 Executive Assistant, Biological Research is a full-time onsite role that provides administrative support to the VP of Biological Research and may support other senior leaders on a limited basis within Allergan Aesthetics Biological Research. The role helps coordinate departmental events, manages complex calendars and meeting logistics, supports travel and expense reporting, maintains administrative records and office resources, and handles confidential information with sound judgment. The incumbent works with minimal supervision, partners effectively across the organization, and supports special projects that improve operational effectiveness within Biological Research.

Responsibilities

• Proactively maintains calendar and manages schedules, appointments, determining priorities; resolve scheduling conflicts as needed, and ensures efficient management and/or organization of meetings in collaboration with senior leadership administrators as needed.
• Schedule and organize meetings, reserve meeting spaces, coordinate audio/visual setup with IT, publish agendas, arrange meals when needed, and support site visits, tours, department activities, and offsite events.
• Prepare memos, letters, presentations, reports, and other business correspondence independently or from written and verbal instructions; copy and distribute materials in a timely and efficient manner.
• Maintain department files in an organized manner and ensure confidential handling of sensitive information.
• Support travel planning for the VP of Biological Research and senior leaders on a limited basis, including schedules, flights, hotels, seminar registrations, ground transportation, and itinerary packets.
• Manage expense reporting, including preparation, tracking, reconciliation, reimbursement follow-up, and maintenance of receipts and supporting documentation.
• Order and maintain office supplies, coordinate office equipment maintenance and help ensure general upkeep of common areas and facilities requests.
• Manage organizational charts and contact lists as needed.
• Assist administrative coordination related to department operations.
• Partner with other administrative staff in a professional, team-oriented manner to coordinate workload and provide back-up administrative support for other leaders when needed.
• Support planning and execution of Biological Research departmental activities, leadership meetings, employee engagement events, workshops, and other special projects.

Qualifications

• 10-12+ years of increasingly responsible administrative and secretarial experience
• Advanced knowledge of word processing, presentation, spreadsheet, calendaring, and online database tools, including Microsoft Outlook, PowerPoint, Excel, and Word.
• Experience with multi-layered travel coordination that incorporates financial forecasting, expense reporting and budget tracking.
• Excellent composition, grammar, business language, communication, and interpersonal skills, with the ability to work effectively with all levels of management and internal and external stakeholders.
• Proactive, professional, creative, flexible, well organized, resourceful, and detail oriented, with excellent judgment in handling confidential, legal, or sensitive information.
• Ability to work independently, set priorities, manage multiple tasks, and deliver with a high level of efficiency and minimal supervision.
• Proven ability to navigate cross-functional organizations across multiple locations and build collaborative working relationships.

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