Senior Administrative Assistant

AbbVie • North Chicago, IL

4d • $27 - $49 • Onsite

About The Position

The Senior Administrative Assistant supports a Vice President and Chief of Staff for a Lake County-based team. The person must manage multiple priorities with discretion and efficiency. The person must also help build a positive and engaging culture.

Requirements

• Previous administrative experience supporting leadership within a corporate environment is required.
• Completion of undergraduate education preferred.
• Intermediate-to-advanced skill with Microsoft 365 tools (Word, Excel, PowerPoint, OneNote, SharePoint, Teams, Outlook, Copilot), Concur, and Smartsheet.
• Skill with AI tools, such as MS Copilot or AI chatbots, to work faster and improve written communication.

Nice To Haves

• 7+ years of administrative experience supporting executives is preferred.
• Some leadership or supervisory experience desired.
• Experience in the pharmaceutical industry or a large corporation is strongly preferred.
• Project and Visio experience preferred.

Responsibilities

• Manages the VP calendar. Resolves conflicts and sets up meeting series.
• Sets up Teams and Zoom meetings. Handles remote access issues.
• Monitors and prioritizes VP email. Flags actions and follow-up items. Writes responses when needed.
• Meets with the VP daily to review the schedule and prepare materials for the day and week ahead.
• Schedules US and international travel and arranges meetings.
• Processes expense reports and invoices on time, per AbbVie compliance rules.
• Manages office supplies and other office operations needs.
• Maintains and updates organization charts and email lists.
• Creates and edits business documents.
• Coordinates new employee office set-up and onboarding.
• Provides back-up support to team staff and may train new administrative assistants.
• Helps coordinate site events, culture activities, ERG events, and lab tours.
• Works with senior executives and handles confidential information.
• Works under general direction with some supervision.
• Follows AbbVie's ethical, compliance, security, and confidentiality rules.
• May travel locally on a limited basis.
• Works well alone and with cross-functional teams. Takes ownership of mistakes and follows through on fixes.
• Prioritizes own work and balances multiple requests.
• Builds strong relationships across AbbVie and with outside partners.
• Plans and runs team events. Proposes structure, manages logistics, and follows up on execution while managing cost and compliance.
• Shows persistence, attention to detail, and agility in changing conditions.

Benefits

• paid time off (vacation, holidays, sick)
• medical/dental/vision insurance
• 401(k)
• short-term incentive programs

What This Job Offers

• Job Type: Full-time
• Career Level: Senior