Senior Administrative Assistant, Global Business Platforms

AbbVie•Mettawa, IL

13d•$27 - $49

About The Position

The Senior Administrative Assistant provides advanced, high-judgment administrative and operational support to the Vice President, Global Business Platforms, and the broader leadership team in a large, matrixed global application development organization within Commercial IT. The organization supports tens of thousands of internal and external customers, comprises more than 200 employees and 1,000 non-employees, and manages a combined operating and capital budget exceeding $100 million. The role enables leadership productivity by managing complex calendars, coordinating executive communications and travel, leading logistics for large-scale organizational events, administering collaboration systems, supporting financial and procurement processing, and maintaining sensitive information. It requires strong organization, judgment, discretion, composure, and professional communication with executives, Business Unit IT leaders, vendors, and other stakeholders in a fast-paced environment.

Requirements

High school diploma.
3–5 years of administrative experience, including support for senior or executive-level leaders (VP or above).
Exceptional communication and interpersonal skills, including the ability to build trust, listen, and manage competing expectations across diverse stakeholders.
Demonstrated experience planning and executing large-scale events involving multiple external vendors.
Excellent attention to detail and organizational skills, with the ability to manage competing priorities under deadline pressure in a fast-paced, technology-driven environment.
Ability to work independently and collaboratively within a team.
Advanced proficiency in Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel, and corporate travel and expense systems.
Reliable execution, self-management of time and priorities, and the ability to remain calm while executing.
Resilience, composure in high-stress and fast-changing situations, and sound judgment under pressure.
Proactive approach to anticipating needs and communicating in advance.

Nice To Haves

Associate’s or bachelor’s degree.
Experience supporting multiple leaders concurrently.
Experience with purchase order creation, invoice or accounts-payable processing, or procurement systems such as SAP, Ariba, or Concur.
Working knowledge of SharePoint administration, including site and user management.
Familiarity with procurement processes and internal controls or governance standards.
Experience coordinating with facilities, catering, and event vendors.
Understanding of the pharmaceutical or biopharmaceutical business environment and/or exposure to a technology or IT organization.
Experience supporting leaders in large, global, matrixed organizations with diverse executive stakeholders.

Responsibilities

Manage and proactively prioritize the VP’s calendar and, as needed, calendars for other senior leaders; anticipate and resolve scheduling conflicts across a matrixed stakeholder group.
Monitor and triage executive correspondence, draft responses, and flag priority actions.
Coordinate meeting logistics; compile briefing and meeting materials; and prepare or revise presentations and business documents.
Book and coordinate complex domestic and international travel for the VP and other senior leaders.
Process expense reports accurately and promptly in compliance with company travel policy.
Plan and execute large-scale organizational events, including vendor sourcing, contracting, budget tracking, on-site logistics, and post-event follow-up.
Coordinate team-building and engagement activities, including events for a globally distributed team.
Facilitate departmental reviews, town halls, and cultural or social activities with organizational leaders and Business Unit IT partners.
Administer organizational SharePoint sites, including permissions, user onboarding and offboarding, and site structure in accordance with governance policies.
Maintain departmental files and confidential or business-sensitive information in compliance with corporate and legal guidelines.
Support office setup and onboarding for new employees and contractors.
Process financial transactions, including creating purchase orders, routing and paying invoices, and reconciling records in compliance with purchasing policies.
Manage office supplies and stationery procurement, inventory, and vendor relationships.
Identify and flag cost-saving and process-efficiency opportunities in office operations.
Serve as a trusted point of contact for the VP and leadership team, coordinating communication among Commercial Operations executives, Business Unit IT leaders, and cross-functional partners.
Build and maintain relationships with technology vendors, external partners, facilities, IT, and cross-functional teams.