Senior Administrative Assistant, IMCO, Eyecare & Specialty

AbbVie • Mettawa, IL

10d • $27 - $49

About The Position

To provide lead administrative support to the VP of Specialty & Eye Care International Marketing and Commercial Operations (IMCO), as well as support for the extended Specialty and Eye Care department. Responsibilities include complex calendar management across multiple time zones, travel scheduling, correspondence management, courier scheduling, expense report processing, meeting and event planning, distribution list management, and the creation or modification of business documents.

Requirements

• High school diploma or equivalent; some college preferred
• 5+ years of previous administrative experience or equivalent
• Operates with little instruction and minimal supervision
• Advanced knowledge of Microsoft Office Suite, Adobe Acrobat, and Outlook
• Effective written and verbal communication
• Planning and organization skills
• Time management and prioritization skills
• High attention to detail and accuracy, especially in scheduling, travel, expenses, communications, and document preparation

Responsibilities

• Proactively manages complex calendars across multiple time zones, anticipating conflicts and prioritizing meetings based on business needs
• Meeting and travel activities: assist with organizing meetings, sending invitations, booking rooms and venues, arranging catering and other vendors as needed, preparing documents, taking meeting minutes, and following up after meetings
• Organizes business trips, including travel and accommodations, and processes travel expense claims as necessary
• Processes mail: manages incoming and outgoing mail for the department
• Budget: supports the Specialty & Eye Care team in all administrative matters related to budget control
• Maintains and updates department distribution lists to ensure accurate and effective communication
• Handles confidential and sensitive information with discretion, particularly related to budgets, personnel, strategy, and business performance
• Acts as a team player, providing support and mentorship for the other department administrative assistant as workload allows
• Identifies opportunities to improve administrative processes, including templates, trackers, distribution lists, workflows, and team operating routines
• Uses advanced software skills to perform work assigned and excels with Microsoft Office Suite and other business-specific software, including the Corporate Travel Website
• As appropriate, keeps up to speed with the latest AbbVie AI tools to help improve administrative processes and drive efficiency

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
• Education Level: High school or GED