Administrative & Concierge Assistant

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.

Provide high-quality, proactive, and timely administrative and concierge support to site leadership and shared services functions. This position is responsible for ensuring efficient day-to-day administrative operations, supporting meetings, travel, events, reporting, office coordination, and Concierge/Accounts Payable activities as needed. The role must project a positive image of the organization to internal and external customers and act with a strong sense of urgency, discretion, and service excellence.

MAJOR RESPONSIBILITIES

• Provide administrative support to the local team and visitors.
• Manage the creation, replacement, and withdrawal of office badges.
• Manage visitor control and assign visitor parking spaces.
• Maintain inventory of office and audiovisual supplies for administrative areas.
• Update information required for the corporate and site calendars.
• Coordinate audiovisual resources, supplies, food and beverage, and meeting room setup as needed.
• Manage calendars, schedule meetings, and coordinate related logistics for leadership meetings.
• Prepare meeting minutes and distribute them as appropriate.
• Coordinate domestic and international travel arrangements.
• Coordinate event logistics for site and corporate activities.
• Compile, update, and distribute operational reports as assigned.
• Provide personalized administrative support to the OneHUB Business Services Site Lead and other leadership as required.
• Process requests for checks and purchase orders for assigned management areas.
• Support compliance through appropriate strategies, internal controls, communication, and required training.
• Report to the OneHUB Business Services Finance Manager for Concierge work, including day-to-day accounts payable operations, purchase order administration, invoice processing, payment support, vendor coordination, and reporting activities.
• Assist with corporate card processing, electronic invoicing, vendor master support, and month-end close activities.
• Perform other ad hoc Concierge-related tasks as assigned.

• Bachelor’s degree in a relevant field (such as, but not limited to) Business Administration, Finance, Administrative Assistance or Bilingual Secretarial Studies.
• English language proficiency at B2 level or above.
• Minimum of 3 years of experience as an Executive/Administrative Assistant or Customer Service support role.
• Experience in Concierge and Accounts Payable is a plus.
• Proficiency in Microsoft Office, especially PowerPoint and Excel, and working knowledge of Outlook.
• Strong organizational, documentation, and calendar management skills.
• Customer orientation, communication, and relationship-building skills.
• Ability to manage multiple priorities with urgency, discretion, and attention to detail.
• Strong service mindset and ability to support diverse stakeholders in a dynamic environment.

At AbbVie, we are committed to cultivating a workplace culture that promotes inclusion, diversity, and personal growth. We recognize that our collective success is based on the individual well-being of our employees, which is why we have designed a benefits package that considers every aspect of their lives.

• Health Insurance: Offered to all regular salaried employees and their respective legal dependents. Participation is voluntary and completely free of charge for the employee.
• Life Insurance: Fully company-paid life insurance at no cost for employees.
• Dental Insurance: The dental plan is part of the Palig medical plan for salaried employees and legal dependents.
• Statutory Vacation Days: 12 days per year.
• Seniority Days Off: Additional day per year of service, up to 10 additional days.
• Birthday day off
• Marriage Leave: 2 days.
• Bereavement Leave: Up to 3 days depending on degree of consanguinity.
• AbbVie Excellence Awards
• AbbVie Incentive Plan (AIP): According to Corporate Guidelines.
• Asociacion Solidarista (Saving Fund): Employee voluntarily contribute 5% of their monthly salary. The company also contributes a 5% of the employees' salary.
• EAP: Counselors are available 24/7 and provide support in different life events.
• Company doctor

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