Senior Administrative Assistant

AbbVie•Cambridge, MA

11d•$27 - $49•Onsite

About The Position

The Senior Administrative Assistant provides comprehensive support to the Vice President of Neuroscience Discovery Research and the Cambridge Research Center (CRC) Site Leader. This role requires a proactive, organized, and professional individual who can manage multiple priorities with discretion and efficiency while helping foster a positive and engaging culture. This position is based on site in our Cambridge Massachusetts location.

Requirements

7+ years of previous administrative experience supporting executives.
Must have intermediate-to-advanced knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus and understanding of business processes and requirements.
Bachelor of Science degree preferred.
Some leadership or supervisory experience desired.
Experience working in pharmaceutical company or CRO strongly preferred.
“Make it happen” spirit and attitude as well as persistence.
Learns fast, grasps the “essence,” and can change course quickly, where needed.

Responsibilities

Responsible for all administrative functions for Discovery Research Neuroscience and our Cambridge Research Center such as: Calendar management, proactively solving conflicts. Handling Teams/Zoom and general Telepresence setups and acting as liaison for remote access issues. Scheduling travel and processing expense reports. Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments. Ordering office supplies. Processing invoices. Meeting/event planning and catering. Creating or modifying business documents. Preparing presentations from source materials. Preparing binders and other large copy requests. Requesting publications/articles. Onboarding various contracted vendors; and May provide back-up administrative support to other team staff, as needed.
Responsible for compliance with applicable Corporate and Divisional policies and procedures. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
Interact with high-level executives and handles confidential or business-sensitive information.
May include some support for tracking budget expenditures.
Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.
Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel and Expense website and employee performance management systems (as applicable).
Coordinates new employee office set-ups and onboarding.
May train/coordinate work for new administrative assistants.
Operates with general instruction and some supervision.
Safeguard’s AbbVie confidential information.
Limited travel may be required.