Senior Administrative Assistant

AbbVie•Irvine, CA

1d•Onsite

About The Position

The Executive Assistant, Biological Research is a full-time onsite role that provides administrative support to the VP of Biological Research and may support other senior leaders on a limited basis within Allergan Aesthetics Biological Research. The role helps coordinate departmental events, manages complex calendars and meeting logistics, supports travel and expense reporting, maintains administrative records and office resources, and handles confidential information with sound judgment. The incumbent works with minimal supervision, partners effectively across the organization, and supports special projects that improve operational effectiveness within Biological Research.

Requirements

10-12+ years of increasingly responsible administrative and secretarial experience
Advanced knowledge of word processing, presentation, spreadsheet, calendaring, and online database tools, including Microsoft Outlook, PowerPoint, Excel, and Word.
Experience with multi-layered travel coordination that incorporates financial forecasting, expense reporting and budget tracking.
Excellent composition, grammar, business language, communication, and interpersonal skills, with the ability to work effectively with all levels of management and internal and external stakeholders.
Proactive, professional, creative, flexible, well organized, resourceful, and detail oriented, with excellent judgment in handling confidential, legal, or sensitive information.
Ability to work independently, set priorities, manage multiple tasks, and deliver with a high level of efficiency and minimal supervision.
Proven ability to navigate cross-functional organizations across multiple locations and build collaborative working relationships.

Responsibilities

Proactively maintains calendar and manages schedules, appointments, determining priorities; resolve scheduling conflicts as needed, and ensures efficient management and/or organization of meetings in collaboration with senior leadership administrators as needed.
Schedule and organize meetings, reserve meeting spaces, coordinate audio/visual setup with IT, publish agendas, arrange meals when needed, and support site visits, tours, department activities, and offsite events.
Prepare memos, letters, presentations, reports, and other business correspondence independently or from written and verbal instructions; copy and distribute materials in a timely and efficient manner.
Maintain department files in an organized manner and ensure confidential handling of sensitive information.
Support travel planning for the VP of Biological Research and senior leaders on a limited basis, including schedules, flights, hotels, seminar registrations, ground transportation, and itinerary packets.
Manage expense reporting, including preparation, tracking, reconciliation, reimbursement follow-up, and maintenance of receipts and supporting documentation.
Order and maintain office supplies, coordinate office equipment maintenance and help ensure general upkeep of common areas and facilities requests.
Manage organizational charts and contact lists as needed.
Assist administrative coordination related to department operations.
Partner with other administrative staff in a professional, team-oriented manner to coordinate workload and provide back-up administrative support for other leaders when needed.
Support planning and execution of Biological Research departmental activities, leadership meetings, employee engagement events, workshops, and other special projects.