Senior Administrative 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.

Purpose:

Responsibilities include VP executive assistant support and all administrative and select operational functions for the Strategy, Portfolio & Operations and AbbVie Ventures team. Tasks include: Answering phones, managing calendars, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, planning and assisting in hosting meetings/events, creating or revising business documents, preparing presentations from source materials, handling teleconference, Zoom/Teams and smartphone setups, managing billing, compiling meeting materials and other similar matters.  Managing calendars includes coordinating with other administrators to schedule meetings with internal and external stakeholders while safeguarding AbbVie confidential information. Given the global and enterprise-wide exposure of the AbbVie Ventures scope of work and senior stakeholders, the ideal candidate would be proficient with the administrative assistant network of senior leaders at AbbVie Headquarters (North Chicago) to enable smooth access to key senior stakeholders across the organization, especially in the ELT, CBSO, R&D, Finance, and Legal functions.   

Responsibilities:

• The Senior Administrative Assistant will be responsible for all administrative functions and select operational tasks for AbbVie Ventures and Strategy, Portfolio & Operations within Discovery Research.
• This will primarily include the advanced administrative support for the VP as well as backup support to the other staff within the department as needed, including Venture Partners and Scientists-In-Residence. 
• Monitors and prioritizes executives’ email and calendar, highlights actions and routinely authors responses/(re)scheduling requests (proactively identifying and resolving scheduling conflicts).
• Additional responsibilities include e.g., answering phones, managing calendars, scheduling travel, managing correspondence and scheduling couriers, processing expense reports/billing, creating or revising business documents, preparing presentations from source materials, compiling meeting materials and other similar matters.
• Partners across functions to plan and execute on partnering meetings and events, including coordination of internal and external stakeholders.
• Maintains departmental knowledge and files, as assigned, in compliance with corporate and legal guidelines, safeguarding AbbVie’s confidential information.
• Assists in drafting and maintaining reports of the team’s activities to be shared across functions in a regular basis.
• Helps develop and maintain process improvement and knowledge management initiatives; actively participate in self- and team audits and works with team to implement improvements, including implementation of AI-assisted workflows.
• Provides site support in Lake County and Cambridge, MA, e.g., coordinates supplies, vendors, technical and operational support, and shipping/receiving from the office in support of AbbVie Ventures and Venture Partners and Scientists-In-Residence across all global locations. This includes maintaining office supplies at the site the candidate resides in a hybrid role.
• 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 and other programs (including INOVA deal database).
• Coordinates new employee office and equipment setups globally and onboarding processes.

Qualifications:

• Minimum 3 years of administrative assistant related experience. High School diploma or equivalent.
• Experience providing support to a VP level or equivalent senior executive.
• 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:

• Ventures Global Team (including Venture Partners and Scientists-In-Residence, Discovery Research Leadership Team, Corporate Business & Strategy Office, Legal, Finance, Executive Leadership, R&D Leadership Team, Global Commercial Affiliates
• Strategy, Portfolio & Operations Team
• External business stakeholders, such as Limited Partners, investors, and global strategic partners

Applicable only to applicants applying to a position in any location with pay disclosure requirements under state or local law: ​

• 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 employee 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