Senior Administrative Assistant

AbbVie•Mettawa, IL

About The Position

AbbVie's mission is to discover and deliver innovative medicines and solutions that solve serious health issues today and address the medical challenges of tomorrow. They strive to have a remarkable impact on people's lives across several key therapeutic areas including immunology, oncology and neuroscience - and products and services in their Allergan Aesthetics portfolio. The company is seeking a highly organized and proactive Senior Administrative Assistant to provide comprehensive support to two Vice Presidents in Finance (VP, Head of Pricing and VP, Specialty/US Therapeutics Operations). In this key role, the assistant will manage complex calendars, coordinate meetings and travel, help with communications and project tracking, and serve as a central point of contact for internal and external stakeholders. The ideal candidate is a resourceful professional with exceptional communication skills, strong attention to detail, and the ability to anticipate needs in a dynamic, fast-paced environment.

Requirements

Minimum 3 years of administrative assistant related experience.
High School diploma or equivalent.
Experience providing support to a VP level or equivalent.
Intermediate to advanced knowledge of Microsoft Office Suite, Outlook, Adobe Acrobat, understanding of business processes and requirements.
Self-starter able to function at a high level with general instruction.
Builds strong relationships with peers and cross-functionally with partners outside of assigned group as necessary to enable effective and efficient Legal team operations.
Team-oriented, can-do attitude and desire to be productive contributor to overall organization.
Learns quickly and can change course quickly when needed.
Open to suggestions and innovation for improvement.
Professional demeanor and ability to maintain confidentiality.

Responsibilities

Provides advanced administrative support to VP level or equivalent.
May provide backup support to other staff as needed.
Monitors and prioritizes executives email, highlights actions and routinely authors responses.
Coordinates and maintains departmental files, as assigned, in compliance with corporate and legal guidelines.
Follows company purchasing and other established procedures.
Uses intermediate to advanced software skills to perform assigned work.
Uses and understands Microsoft Office Suite and other business-specific software, including Corporate Travel website and other programs.
Coordinates new employee office setups and onboarding.
Professionally interacts with high level executives.
Consistently handles confidential or business-sensitive information.
Maintains and manages calendars, including meeting and travel scheduling and domestic and international travel arrangements.
Proactively identifies and resolves scheduling conflicts.
Printing reports, presentations, and documents for executive review
Liaising with other departments, clients, and stakeholders
Assisting with expense reports and invoice processing
Ensuring the executive’s day runs smoothly by anticipating needs and managing priorities