Senior Administrative Assistant

BioSpace; North Chicago (IL); On-site; USD 55,000 - 85,000; Full time

Benefits offered by this job

Benefits package

401(k)

Job summary

AbbVie is seeking a capable Administrative Assistant to provide high-level support within the Legal operations space. The role focuses on calendar management, travel planning, document preparation, and timely handling of confidential information.

The candidate will interact with executives, maintain calendars, prepare presentations, process expenses, and help coordinate department activities. A 3+ year background in admin support and strong MS Office skills are required.

Qualifications

• Minimum 3 years of administrative assistant experience.
• High School diploma or equivalent.
• Experience supporting VP level or equivalent.
• Proficient in Microsoft Office Suite and Outlook; Adobe Acrobat.

Responsibilities

• Provide advanced administrative support to VP level or equivalent.
• Order office and department supplies and track budget expenditures.
• Coordinate and maintain departmental files per corporate guidelines.
• Ensure compliance with corporate policies and procedures.
• Utilize MS Office and other business software; support travel arrangements.
• Coordinate onboarding of new employees and office setups.
• Interact professionally with high level executives.
• Maintain calendars and travel arrangements, including international travel.
• Assist and coordinate with other admin staff as needed.

Skills

Executive support

Calendar management

Discretion with confidential info

Team collaboration

Education

High School diploma

Tools

Microsoft Office

Outlook

Adobe Acrobat

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

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

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 Companybelieves ingood faith it will pay for this roleat thetimeofthis posting based on the job grade for this position.Individualcompensation paid within this range will depend on manyfactors 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 isearned, vested, anddeterminable.Theamountandavailabilityof anybonus,commission, incentive, benefits, or anyother form ofcompensation and benefitsthat areallocable to a particular employeeremains in the Company'ssoleandabsolutediscretion unless and until paid andmay bemodified at the Companys 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, 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