Senior Administrative Assistant

2 weeks ago

North Chicago, 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 at www.abbvie.com. Follow @abbvie on Twitter, Facebook, Instagram, YouTube and LinkedIn.

Job Description

Come to work each day with an inclusive and collaborative Business technology team As an Senior Administrative Assistant in AbbVie Business Technology Solutions (BTS), youll have opportunities to contribute to the digital transformation of a leading biopharma company, helping to create solutions that impact patients and their communities for the better.

***This is a hybrid role baes in Lake County, IL***

Purpose

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, handling teleconference, Web Ex and Blackberry/iPhone setups, managing billing, compiling meeting materials and other similar matters.

Responsibilities

+ Provides advanced administrative support to VP level or equivalent. May provide backup support to other staff as needed.

+ Monitors and prioritizes executives email, highlights actions and routinely authors responses.

+ 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 and other programs.

+ Coordinates new employee office setups and onboarding.

+ 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.

Qualifications

Required:

+ Minimum 3 years of administrative assistant, business administrative, communications related experience. High School diploma or equivalent.

+ Ability to organize and structure primary stakeholders day to advance organizations objectives

+ Must have good stakeholder management capabilities and communication skills to handle complex calendaring, scheduling and agenda creation

+ Act as liaison between internal and external stakeholders and ability to bridge needs

+ Ability to make independent decisions, manage ambiguity and operate independently across their scope of ownership

+ Have digital dexterity, ability to quickly learn basic technology solutions where work gets done: productivity tools, presentation tools, transactional tools. Example Word, excel, ppt , MS Teams and Sharepoint and other productivity tools such as shopping carts etc

+ Work with agility, constructively and proactively across an ecosystem of executives and their admins to move work forward and make progress

+ Ability to manage small scale projects , make decisions and manage the keyparticipants to get work done

+ Manage stakeholders to move objectives, meeting agendas and other tasks forward

+ Host and manage coordination of small scale event s(

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