Senior Administrative Assistant, International & State Government Affairs

AbbVie•North Chicago, IL

7d•$27 - $49

About The Position

Provides comprehensive administrative support to the International Government Affairs (IGA) and State Government Affairs (SGA) teams, including answering phones, managing calendars, scheduling travel and facility requests, processing expense reports, planning meetings and events, maintaining distribution lists, preparing documents and presentations from source materials, managing video/teleconferencing logistics, and serving as a liaison for remote access issues.

Requirements

Minimum of 3 years of administrative assistant experience.
High school diploma or equivalent.
Experience supporting a VP-level or equivalent role.
Intermediate to advanced knowledge of Microsoft Office 365 (Outlook, PowerPoint, Word, Excel, Teams, SharePoint, and OneDrive), Kofax Power PDF/Adobe Acrobat, and an understanding of business processes and requirements.
Self-starter who can perform at a high level with general instruction.
Builds strong relationships with peers and partners outside the assigned group as needed to enable effective and efficient cross-functional partnerships.
Team-oriented, with a can-do attitude and a desire to be a productive contributor to the overall organization.
Learns quickly and can pivot when needed.
Open to suggestions and innovative ideas for improvement.
Professional demeanor and ability to maintain confidentiality.

Responsibilities

Provides advanced administrative support to the Vice Presidents of International and State Government Affairs and their leadership. May provide backup support to other staff as needed.
Monitors and prioritizes executives' emails, highlights actions, and routinely drafts responses.
Coordinates and maintains departmental files, as assigned, in compliance with corporate and legal guidelines.
Adheres to company purchasing and other established procedures.
Applies intermediate to advanced software skills to perform assigned work, including Microsoft Office Suite and other business-specific software, such as the Corporate Travel website and other programs.
Coordinates new employee office setups and onboarding.
Interact professionally with high-level executives.
Consistently handles confidential or business-sensitive information.
Maintains calendars, including meeting and travel scheduling and domestic and international travel arrangements.
Proactively identifies and resolves scheduling conflicts.
Processes reports and applications as needed, including expense reports.
Coordinates internal and external meetings, including drafting agendas, arranging supporting materials, preparing meeting resources, and managing catering and meal needs.
Provides support to the International Government Affairs and State Government Affairs functions on priority projects as requested.
Works cross-functionally across multiple departments to ensure team IT and system needs and requirements are addressed.