Senior Administrative Assistant

ABBVIE; North Chicago (IL); On-site; USD 27,000 - 49,000; Full time

Job summary

AbbVie in Lake County is seeking a Senior Administrative Assistant to support a Vice President and Chief of Staff. The role requires viewing multiple priorities with discretion and efficiency and helping build a positive, engaging culture.

You will manage the VP's calendar, arrange US and international travel, monitor emails, draft responses, coordinate events, and ensure compliance with AbbVie policies. Strong MS 365, Concur, Smartsheet, and AI tool experience are valued.

Qualifications

• Previous administrative experience supporting leadership within a corporate environment is required.
• 7+ years of administrative experience supporting executives is preferred.
• Completion of undergraduate education preferred.
• Experience in the pharmaceutical industry or a large corporation is strongly preferred.
• Intermediate-to-advanced skill with Microsoft 365 tools (Word, Excel, PowerPoint, OneNote, SharePoint, Teams, Outlook, Copilot), Concur, and Smartsheet. Project and Visio experience preferred.
• Skill with AI tools, such as MS Copilot or AI chatbots, to work faster and improve written communication.

Responsibilities

• Manages the VP calendar. Resolves conflicts and sets up meeting series.
• Sets up Teams and Zoom meetings. Handles remote access issues.
• Monitors and prioritizes VP email. Flags actions and follow-up items. Writes responses when needed.
• Meets with the VP daily to review the schedule and prepare materials for the day and week ahead.
• Schedules US and international travel and arranges meetings.
• Processes expense reports and invoices on time, per AbbVie compliance rules.
• Manages office supplies and other office operations needs.
• Maintains and updates organization charts and email lists.
• Creates and edits business documents.
• Coordinates new employee office set-up and onboarding.
• Provides back-up support to team staff and may train new administrative assistants.
• Helps coordinate site events, culture activities, ERG events, and lab tours.
• Works with senior executives and handles confidential information.
• Works under general direction with some supervision.
• Follows AbbVie's ethical, compliance, security, and confidentiality rules.
• May travel locally on a limited basis.
• Builds strong relationships across AbbVie and with outside partners.
• Plans and runs team events. Proposes structure, manages logistics, and follows up on execution while managing cost and compliance.
• Shows persistence, attention to detail, and agility in changing conditions.

Skills

Administrative experience

Communication

Discretion

Relationship-building

Education

Undergraduate degree preferred

Tools

Microsoft 365

Concur

Smartsheet

Project

Visio

Job description

• Compensation: USD 27 - USD 48.8 - yearly

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 ,X andYouTube.

Job Description

Position Summary

The Senior Administrative Assistant supports a Vice President and Chief of Staff for a Lake County-based team. The person must manage multiple priorities with discretion and efficiency. The person must also help build a positive and engaging culture.

Responsibilities

Calendar & Communication Management

• Manages the VP calendar. Resolves conflicts and sets up meeting series.
• Sets up Teams and Zoom meetings. Handles remote access issues.
• Monitors and prioritizes VP email. Flags actions and follow-up items. Writes responses when needed.
• Meets with the VP daily to review the schedule and prepare materials for the day and week ahead.
• Schedules US and international travel and arranges meetings.
• Processes expense reports and invoices on time, per AbbVie compliance rules.
• Manages office supplies and other office operations needs.

Documentation & Office Support

• Maintains and updates organization charts and email lists.
• Creates and edits business documents.
• Coordinates new employee office set-up and onboarding.
• Provides back-up support to team staff and may train new administrative assistants.

Culture, Events & Stakeholder Support

• Helps coordinate site events, culture activities, ERG events, and lab tours.
• Works with senior executives and handles confidential information.
• Works under general direction with some supervision.
• Follows AbbVie's ethical, compliance, security, and confidentiality rules.
• May travel locally on a limited basis.

Leadership and Interpersonal Skills

• Works well alone and with cross-functional teams. Takes ownership of mistakes and follows through on fixes.
• Prioritizes own work and balances multiple requests.
• Builds strong relationships across AbbVie and with outside partners.
• Plans and runs team events. Proposes structure, manages logistics, and follows up on execution while managing cost and compliance.
• Shows persistence, attention to detail, and agility in changing conditions.

Qualifications

• Previous administrative experience supporting leadership within a corporate environment is required.
• 7+ years of administrative experience supporting executives is preferred.
• Completion of undergraduate education preferred.
• Experience in the pharmaceutical industry or a large corporation is strongly preferred.
• Intermediate-to-advanced skill with Microsoft 365 tools (Word, Excel, PowerPoint, OneNote, SharePoint, Teams, Outlook, Copilot), Concur, and Smartsheet. Project and Visio experience preferred.
• Skill with AI tools, such as MS Copilot or AI chatbots, to work faster and improve written communication.

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,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'ssole andabsolutediscretion unless and until paid andmay bemodified at 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.

US & Puerto Rico applicants seeking a reasonable accommodation, click here to learn more:

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