Suite Executive Assistant

Employer
AbbVie
Location
Lake County, IL, US
Posted
Jun 14, 2019
Ref
1903598
Discipline
Administration, Clerical
Required Education
High School or equivalent
Position Type
Full time
The Suite Administrative Assistant will provide executive support to the Vice Chariman External Affairs and Chief Legal Officer.

Key Responsibilities Include:
  • Responsibilities include all administrative functions of the department: answering phones, calendar management, scheduling domestic & international travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, handling teleconference and mobile phone setups, acting as a liaison for remote access issues.
  • May include some support for tracking budget expenditures.
  • Adheres to executive processes and guidelines.
  • Creates board books as requested.
  • Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.
  • Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures.
  • Uses advanced software skills to perform work assigned.
  • Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel Web site.
  • Coordinates new employee office set-ups and onboarding.
  • Follows executive onboarding procedures.
  • Interacts with high-level executives every day.
  • Advanced knowledge and understanding of business processes and requirements.
  • Consistently handles confidential or business-sensitive information with the utmost integrity and discretion. Data is typically organizational or multi-dimensional.
  • Proactively identifies and resolves scheduling conflicts.
  • Primary point of contact for manager's schedule.


Basic:
  • Minimum 5 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.


Preferred Qualifications:
  • Extensive experience interacting with senior executive leadership
  • Exceptional communication skills, both verbal and written.
  • Detail oriented and well organized.
  • Experience working in a fast pace, demanding environment.
  • Experience supporting senior executives.
  • 8-10 years administrative assistant experience
  • Associates Degree

Equal Opportunity Employer Minorities/Women/Veterans/Disabled