Senior Administrative Assistant

SmartRecruiters, Inc.; Mettawa (IL); Hybrid; USD 77,366,000 - 139,832,000; Full time

Job summary

AbbVie in Illinois seeks a Senior Administrative Assistant to manage complex scheduling, travel, materials preparation, and events for the VP and Heads of Sales. This hybrid role requires discretion and excellent organizational skills.

You will use MS Office, assist with expense reporting, and coordinate onboarding and communications while maintaining confidential information with care.

Qualifications

• 3+ years of administrative assistant experience.
• Experience supporting VP-level executives.
• Strong knowledge of Microsoft Office Suite and Outlook.
• Ability to handle confidential information with discretion.
• Excellent organizational and communication skills.

Responsibilities

• Provide advanced administrative support to VP and Heads of Sales, including calendar management and travel planning.
• Answer department phones and manage correspondence; prioritize executive emails.
• Coordinate and maintain departmental files in compliance with guidelines.
• Plan and execute meetings and events, booking rooms and handling tech.
• Process expense reports and purchase orders in approved systems.
• Onboard new team members and manage Team ID mailboxes and distribution lists.

Skills

3+ years administrative experience

VP support experience

Microsoft Office Suite

Outlook

Adobe Acrobat

Discretion & confidentiality

Relationship building

Fast learner

Education

High School diploma or equivalent

Tools

Microsoft Office Suite

Outlook

Adobe Acrobat

Job description

• Compensation: USD 27 - USD 48.8 - hourly

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 manages complex administrative activities, coordinates schedules and travel, prepares business materials, supports meetings and events, and handles confidential information with professionalism and discretion.

Hybrid Model: 3 days in office (T/W/TH). Additional in-office days may be required in accordance with the business needs of the Hiring Manager and team.

Responsibilities:

• Provide advanced administrative support to the VP and Heads of Sales, including calendar management, scheduling travel (domestic and international), and prioritizing VP support.
• Answer department phones, manage correspondence (including couriers), and monitor and prioritize executive email by highlighting actions and authoring responses as appropriate.
• Coordinate, organize, and maintain departmental files in compliance with company and legal guidelines; manage confidential or sensitive information with discretion.
• Plan and execute meetings and events, including booking conference rooms or boardrooms, setting up technology (teleconference, WebEx, devices), compiling materials, and ensuring seamless logistics for both onsite and offsite venues.
• Process expense reports, manage billing, and prepare purchase order requests in approved systems (e.g., SNAPP); obtain and use appropriate corporate credit cards for expenses tied to meetings.
• Use intermediate to advanced Microsoft Office Suite skills and other company-specific software (including Corporate Travel website and Service Now) to accomplish daily tasks and support business operations.
• Coordinate onboarding logistics for new team members, including office setup and access; enter Service Now requests as required.
• Take ownership of "in-house" distribution lists and Team ID mailboxes, ensuring communications are sent promptly and lists are kept updated as staffing changes occur.
• Participate in weekly Team ID staff meetings and maintain a master spreadsheet tracking recurring meetings for VP and Head of Sales, noting all participants, dates, and times.
• Ensure compliance with all AbbVie policies, guidelines, purchasing procedures, and business standards; proactively resolve scheduling conflicts and act as backup administrative support to other staff as needed.

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

Applicable only to applicants applying to a position in any location with pay disclosure requirements under state orlocal law:

• 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,andwemayultimatelypaymore or less than the posted range. This range may bemodifiedin 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 toparticipatein 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 employeeremainsin the Company'ssoleandabsolutediscretion unless and until paid andmay bemodifiedat the Company’s 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.