Senior Administrative Assistant

AbbVie•Mettawa, IL

15h

About The Position

The Executive Administrative Assistant provides administrative support to the Vice President of International Marketing and Commercial Operations (IMCO). Responsibilities include administrative functions including managing calendars, arranging travel, processing expense reports, providing event planning support, preparing agendas and meeting materials and other similar tasks.

Requirements

Associate’s degree in Secretarial Sciences or related field is required.
4+ years’ experience required and executive administrative experience preferred.
Anticipates and proactively addresses area needs demonstrating exceptional attention to detail; highly skilled in prioritization.
Excellent communication skills.
Basic-Intermediate knowledge of Microsoft Office Suite, particularly Outlook and Teams.
Well organized, detail oriented, analytical and excellent time management skills.
Self-starter, learn quick and work independently.

Responsibilities

Works independently, as directed by the VP, to ensure that the timely and organized administration support needs of the VP and the organization are effectively addressed.
Schedules various activities (appointments, meetings, facility/conf rooms usage, etc.) for Vice President and leadership team. Ensures meetings are prioritized and conflicts are proactively addressed. Identifies potential conflicts or issues and addresses them proactively, involving the VP as needed.
Arranges on- and off-site meeting logistics.
Arranges and manages VP’s travel scheduling including flights (commercial and corporate), accommodations, ground transportation, and meeting logistics.
Handles timely and compliant expense reporting.
Coordinates and/or supports the coordination of events and departments/site activities.
Prepares a variety of correspondence, agendas, reports and other materials using word processing, spreadsheets, and database applications.
Prepares presentations and other meeting materials as required.
Performs purchasing of goods and services as required, in compliance and following company purchasing procedures. May also require follow-up until received and make payment coordination.
Reviews and proofreads documents, records and forms for accuracy and completeness and in conformance to applicable rules and regulations.
Input, modify and update data in systems and records as necessary.
Collects and compiles data and other information for inclusion in special and periodic reports.