Executive Administrative Assistant

AbbVie•Mettawa, IL

16h•$31 - $55

About The Position

This role supports the VP of IRA Strategy and two Senior Directors on the IRA Strategy team, as well as the Director of SUSTO Strategy & Operations and Director of Co-pay COE. Responsibilities include all administrative functions: calendar management, expense reporting, meeting planning, creating or revising business documents, compiling meeting materials, and other similar matters. The position provides advanced administrative support to VP level or equivalent and may provide backup support to other staff as needed. The role closely coordinates with other administrative staff to manage executive calendaring by proactively identifying and resolving scheduling conflicts. It demonstrates advanced navigation of the Concur platform, executing expense reporting in compliance with company purchasing and other operating procedures. The role also makes all domestic and international travel arrangements and assists with meeting planning, including contract management and logistics. It requires intermediate to advanced software skills, including proficiency in Microsoft Office Suite and other business-specific software. The position involves professional interaction with high-level executives and consistent handling of confidential or business-sensitive information. Additionally, it coordinates and maintains departmental files in compliance with corporate guidelines.

Requirements

Minimum 3-5 years of administrative assistant related experience in pharmaceutical industry
Bachelors degree or equivalent experience
Experience providing support to VP level or equivalent
Intermediate to advanced knowledge of Microsoft Office Suite, Outlook, and Concur platform, 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 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

Responsibilities

Calendar management
Expense reporting
Meeting planning
Creating or revising business documents
Compiling meeting materials
Provides advanced administrative support to VP level or equivalent
May provide backup support to other staff as needed
Closely coordinates with other administrative staff to manage executive calendaring by proactively identifying and resolving scheduling conflicts
Demonstrates advanced navigation of Concur platform, executing expense reporting in compliance with company purchasing and other operating procedures
Makes all domestic and international travel arrangements
Assists with meeting planning including contract management and logistics
Uses intermediate to advanced software skills to perform assigned work
Uses and understand Microsoft Office Suite and other business-specific software
Professionally interacts with high level executives
Consistently handles confidential or business-sensitive information
Coordinates and maintains departmental files, as assigned, in compliance with corporate guidelines