Senior Administrative Assistant, PCS

AbbVie Inc.; Mettawa (IL); Hybrid; USD 60,000 - 90,000; Full time

Benefits offered by this job

Medical/dental/vision insurance

401(k)

Paid time off

Job summary

AbbVie is seeking an experienced Administrative Assistant to provide advanced support to the Vice President of Pipeline Commercialization & Strategy, Specialty, Obesity, & Eyecare. The role includes calendar management, travel coordination, document preparation, and confidential handling of sensitive information.

The ideal candidate will have 3+ years supporting a VP-level leader in a fast-paced environment, strong MS Office skills, and a professional, discrete, team-oriented mindset.

Qualifications

• 3+ years of administrative assistant experience in a fast-paced environment.
• Experience supporting a VP-level executive or equivalent senior leader.
• 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 with senior leaders and key stakeholders.
• Strong relationship-building and collaboration skills with peers 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 and attention to detail.
• Positive, team-oriented approach with openness to suggestions and process improvements.

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.

Skills

Advanced calendar management

Travel coordination

Executive presence

Discretion

Microsoft Office proficiency

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Outlook

Adobe Acrobat

Job description

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 of 3 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

• The compensation range described below is the range of possible base pay compensation that the Company believes in good faith it will pay for this role at the time of this posting based on the job grade for this position. Individual compensation paid within this range will depend on many factors including geographic location, and we may ultimately pay more or less than the posted range. This range may be modified in the future.
• We offer a comprehensive package of benefits including paid time off (vacation, holidays, sick), medical/dental/vision insurance and 401(k) to eligible employees.
• This job is eligible to participate in our short‑term incentive programs.

Note: No amount of pay is considered to be wages or compensation until such amount is earned, vested, and determinable. The amount and availability of any bonus, commission, incentive, benefits, or any other form of compensation and benefits that are allocable to a particular employer remains in the Company's sole and absolute discretion unless and until paid and may be modified at the Company’s sole and absolute discretion, consistent with applicable 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, visit https://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