Senior Administrative Assistant, PCS

SmartRecruiters, Inc.; Mettawa (IL); Hybrid; USD 37,000 - 66,000; Full time

Job summary

AbbVie is seeking an experienced executive administrative assistant to support the Vice President of Pipeline Commercialization and related teams in a fast-paced, confidential environment.

The role offers a hybrid work model with three in-office days (T/W/TH) and may require additional days as needed. You will manage calendars, coordinate travel, prep documents, and handle sensitive information with discretion.

Qualifications

• 3+ years of administrative assistant experience.
• Experience supporting VP-level executives in a fast-paced environment.
• Proficient with Microsoft Office and travel tools.
• Strong judgment, discretion and professional demeanor.
• Ability to manage complex calendars and travel.

Responsibilities

• Provide advanced administrative support to the VP of Pipeline Commercialization and backup to staff as needed.
• Manage complex calendars and coordinate domestic and international travel.
• Prioritize executive correspondence and draft routine responses.
• Coordinate meeting logistics, materials, and records with compliance.
• Prepare, revise, and format documents and presentations.
• Process expense reports and purchase office supplies.
• Support onboarding and new employee setup.
• Interact professionally with senior executives and stakeholders with discretion.
• May coordinate work with other department administrative assistants.

Skills

Executive support

Calendar management

Travel coordination

Confidentiality

Strong communication

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

This role provides advanced administrative support to the Vice President of Pipeline Commercialization& Strategy,Specialty, Obesity, & Eyecare,ensuring efficient daily operations through proactive calendar management, travel coordination, meeting planning, correspondence management, document and presentation preparation, expense processing, and coordination of administrative activities. The successful candidate will demonstrate adaptability, sound judgment, executive presence, discretion, and the ability to anticipate business needs while appropriately handling highly confidential, privileged, business development, and business-sensitive information.

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 Vice President of Pipeline Commercialization and backup support to other staff as needed.

Manage complex calendars, proactively identify and resolve scheduling conflicts, and coordinate domestic and international travel arrangements.

Monitor and prioritize executive correspondence, highlight required actions, and draft routine responses.

Coordinate meeting logistics, materials, departmental files, and records in compliance with corporate and legal guidelines.

Prepare, revise, and format business documents, presentations, and other materials using intermediate to advanced software skills.

Process expense reports and follow established purchasing procedures to order office and departmental supplies.

Support new employee office setup, onboarding, and related administrative processes.

Interact professionally with senior executives, key stakeholders, and administrative partners across locations.

Consistently handle confidential, privileged, business development, and business-sensitive information with discretion.

May coordinate work with or provide guidance to other department administrative assistants.

Qualifications

Minimum of3 years of administrative assistant experience; high school diploma or equivalent required.

Experience supporting a VP-level executive or equivalent senior leader in a fast-paced environment with complex and frequently changing priorities preferred.

Intermediate to advanced proficiency with Microsoft Office Suite, Outlook, Adobe Acrobat, travel tools, and other business-specific systems.

Strong understanding of administrative processes, business requirements, and corporate procedures.

Ability to work independently with general direction, exercise sound judgment, and anticipate business and scheduling needs.

Professional demeanor and executive presence, with the ability to interact confidently and appropriately with senior leaders and key stakeholders.

Strong relationship-building and collaboration skills with peers, cross-functional partners, and administrative partners supporting senior leadership.

High level of discretion and sound judgment when handling privileged, confidential, business development, and business-sensitive information.

Adaptable, agile, and able to shift priorities quickly while maintaining accuracy, composure, and attention to detail.

Positive, team-oriented approach with openness to suggestions, process improvements, and innovative ways of working.

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 andabsolute discretion unless and until paid andmay bemodified at the Company’ssole 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.

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