STAR (Specialized Temporary Admin Resources) Executive Assistant

4 weeks ago

Chicago, Illinois, United States AbbVie Full time

Company Description

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 Follow @abbvie onTwitter,Facebook,Instagram,YouTubeandLinkedIn.
Job Description

STAR Executive Administrative Assistant

The STAR (Specialized Temporary Admin Resources) Executive Assistant will be hired to fulfill AbbVie Admin requests to support the Executive Leadership Team in the C-Suite, as well as long-term or short-term assignments throughout AbbVie. Must be comfortable to adapt to different leadership styles. The STAR Executive Admin may be filling in for other admins when on vacation, medical leave, sick time, or require additional admin support on their team to meet project deadlines. Must be available and flexible for these assignments.

All the leaders are looking for sharp, experienced admins with a pro-active approach to doing their work. One who would learn and understand the leaders priorities, be the eyes and ears of the leader, connect with the business and others to get things done. If they dont know how to do something to figure it out by reaching out to others etc., reach out to meeting requests to get more info on why they need time from the leader and so on. Work effectively with other admins and keep leader and team organized.

The STAR Program needs a candidate with good stable work histories. Open to being coached and developed by STAR Executive Admins and leadership team. Performance will be reviewed by leader/admin supporting and assessed to appropriately provide feedback and development. Assignment locations will vary within our Lake County, IL. or Irvine Locations (remote). Must report onsite (Lake County, IL), unless otherwise stated by the leader/admin requesting support. STAR Admin Training and shadowing will be provided prior to being placed on an assignment.

Responsible for all administrative functions of the department: answering phones, calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports using Concur and Travel, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, Teams Meetings and Telepresence setups, acting as a liaison for remote access issues.

Key Responsibilities Include:

Provides general administrative support to Executive Leadership Team, EVPs, SVPs, Managers, Directors, and Heads.

Effectively monitors manager and team calendars, proactively solves conflicts and has independent judgment.

Responsible for compliance with applicable Corporate and Divisional Policies and procedures. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).

Interacts with high-level executives and handles confidential or business-sensitive information.

May include some support for tracking budget expenditures.

Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.

Orders business cards and stationery.

Uses and understands Microsoft Office Suite, and other business-specific software, including the Corporate Travel Web site, and employee performance management systems (as applicable).

Coordinates new employee office set-ups and onboarding.

Responsible for collaborating with the STAR Program Supervisor on training, development, and mentorship initiatives for Admin Assistants.

Operates with general instruction and some supervision

Safeguards AbbVie confidential information

Leadership and Interpersonal Skills:

Fully understand assigned tasks and any associated expectations.

Ask for clarification as needed

Understand the deadlines and deliverables

Communicate any obstacles that prevent completion of any deadline

Provide status updates prior to any deadline

Be a good listener

Demonstrate strong Problem-Solving Skills

Be Accountable and Responsible for actions/mistakes

Challenges the team to always do better

Prioritizes own work, balancing multiple requests for assistance. Establishes good working relationships with client areas; builds rapport and trust with others

Significant Work Activities:Continuous sitting for prolonged periods (more than 2 consecutive hours in an 8 hr day) is required
Qualifications

High school diploma required. Some college preferred.

Experience working in pharmaceutical company or CRO strongly preferred.

3+ years previous admin experience supporting executives

Must have Intermediate to advance knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus, and understanding of business processes and requirements

Make it happen spirit & attitude as well as persistence.

Learns fast, grasps the "essence" and can change course quickly where needed


Additional Information

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 ingood faith it will pay for this role at the time of this posting based on the job grade for this position. Individualcompensation paid within this range will depend on many factors including geographic location, and we may ultimatelypay 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/visioninsurance and 401(k) to eligible employees. This job is eligible to participate in our short-term incentive programs. Note: No amount of payis a considered to bewages 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 benefitsthat are allocable to a particular employee remains in the Company's sole and absolute discretion unless and until paid andmay be modified at the Companys 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, serving our community and embracing diversity and inclusion. It is AbbVies 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. US & Puerto Rico only - to learn more, visit

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