Senior Administrative Assistant

BioSpace; Irvine (CA); On-site; USD 90,000 - 130,000; Full time

Benefits offered by this job

Paid time off

Medical/dental/vision insurance

401(k) plan

Short-term incentive programs

Job summary

AbbVie is seeking an Executive Assistant to the Vice President of Biological Research. This full-time onsite role provides high-level administrative support, coordinating calendars, travel, and expenses, while handling confidential information with sound judgment.

The incumbent collaborates across the organization and supports special projects to improve departmental efficiency. Key responsibilities include calendar management, meeting logistics, memo and report preparation, and back-up

Qualifications

• 10–12+ years of administrative/secretarial experience.
• Advanced MS Office suite including Outlook, PowerPoint, Excel and Word.
• Experience with multi-layered travel coordination, forecasting and budgeting.
• Excellent written and verbal communication with all levels of management.
• Proactive, discreet handling of confidential information.
• Ability to work independently with minimal supervision.

Responsibilities

• Maintain calendars and manage schedules for senior leadership; resolve conflicts as needed.
• Schedule meetings, reserve spaces, arrange AV, publish agendas, and coordinate events.
• Prepare memos, presentations, reports and distribute materials promptly.
• Maintain organized, confidential department files and records.
• Assist travel planning and expense reporting for senior leaders.
• Manage office supplies, equipment maintenance and facilities requests.
• Maintain organizational charts and contact lists; provide back-up support.
• Support department operations and cross-functional coordination.
• Plan and execute leadership meetings, engagement events, and workshops.

Skills

Calendar management

Travel coordination

Communication skills

Confidential handling

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 atwww.abbvie.com. Follow @abbvie onLinkedIn,Facebook,Instagram,XandYouTube.

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 atwww.abbvie.com. Follow @abbvie onLinkedIn,Facebook,Instagram,XandYouTube.

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

• The compensation range described below is the range of possible base pay compensation that the Companybelieves ingood faith it will pay for this role at thetimeofthis posting based on the job grade for this position.Individualcompensation paid within this range will depend on many factors including geographiclocation,andwemay ultimately pay more or less than the posted range. This range may bemodified in thefuture.
• 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 is earned, vested, anddeterminable.Theamountandavailabilityof anybonus,commission, incentive, benefits, or any other form ofcompensation and benefitsthat are allocable to a particular employeeremains in the Company'ssoleandabsolutediscretion unless and until paid andmay bemodified at the Companys sole and absolute discretion, 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, visithttps://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