Administrative Assistant, Search & Evaluation

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 – immunology, oncology, neuroscience, and eye care – and products and services in our Allergan Aesthetics portfolio. For more information about AbbVie, please visit us at www.abbvie.com. Follow @abbvie on Twitter, Facebook, Instagram, YouTube and LinkedIn.

The Search and Evaluation (S&E) group as part of the AbbVie External Innovation (AEI) Group is responsible for leading AbbVie’s global efforts to find and assess innovative new product candidates, research platforms, and collaboration opportunities in therapeutic areas that are of strategic interest to AbbVie.

Responsibilities include all administrative functions of the department: answering phones, managing calendars, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, planning meetings/events, creating or revising business documents, preparing presentations from source materials, scheduling Zoom/Teams meetings; organizational support for events such as the annual CSO Summit and JPMorgan HealthCare Partnering Week, preparing and submitting Shopping Carts, ACRs, Purchase Order Change Notices, Payment Terms Exceptions, Vendor Master requests, compiling meeting materials, and other administrative tasks.            

Responsibilities:

·        Provides advanced administrative support to VP and S&E Team. Works closely with and may provide backup support to other functional areas within the CBSO organization (BD&A, Global Alliances, CSG).

·        Monitors and prioritizes executive’s calendar highlighting any conflicts; may author responses to executive emails as requested.

·        Coordinates and maintains departmental files, as assigned, in compliance with corporate and legal guidelines.

·        Follows company purchasing and other established procedures.

·        Uses intermediate to advanced software skills to perform assigned work. Uses and understands Microsoft Office Suite and other business-specific software, including Corporate Travel website (CTE), SAP/SRM, DSP and other programs.

·        Coordinates office/cubicle moves, new employee office setups and onboarding/offboarding activities

·        Professionally interacts with high level executives.

·        Consistently handles confidential or business-sensitive information.

·        Maintains and manages calendars, including meeting and travel scheduling and domestic and international travel arrangements.

·        Proactively identifies and resolves scheduling conflicts.

·        Provides administrative support for partnering meetings including AbbVie-sponsored partnering days, industry forums, corporate sponsorships, and speaker/panel presentations.

Significant Work Activities -Continuous sitting for prolonged periods (more than 2 consecutive hours in an 8 hour day)

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.

Key Stakeholders:

Internal: Search and Evaluation, Business Development & Acquisitions, AbbVie Ventures, Alliance Management, Technology Licensing & Collaborations, Research & Development, Legal

External: Administrative support staff and Business Development contacts representing existing or prospective partners.

AbbVie is committed to operating with integrity, driving innovation, transforming lives, serving our community and embracing diversity and inclusion.  It is AbbVie’s policy to employ qualified persons of the greatest ability without discrimination against any employee or applicant for employment because of race, color, religion, national origin, age, sex (including pregnancy), physical or mental disability, medical condition, genetic information, gender identity or expression, sexual orientation, marital status, status as a protected veteran, or any other legally protected group status.