U.S. Specialty Administrative Assistant

About AbbVie
AbbVie's mission is to discover and deliver innovative medicines that solve serious health issues today and address the medical challenges of tomorrow. We strive to have a remarkable impact on people's lives across several key therapeutic areas: immunology, oncology, neuroscience, eye care, virology, women's health and gastroenterology, in addition to products and services across its Allergan Aesthetics portfolio. For more information about AbbVie, please visit us at www.abbvie.com . Follow @abbvie on Twitter , Facebook , Instagram , YouTube and LinkedIn .

This role will support U.S. Specialty and will manage and support operational, communication and logistical activities for meeting and event related activities. The role is responsible for working closely with business partners to help define meeting objectives and recommend solutions on logistical needs.

Key Responsibilities Include:

• The primary scope of the meeting coordinator includes 1) set-up, 2) agenda management, and 3) recap of the more traditional U.S. Specialty recurring meetings such as Quarterly Business Updates, MD/SD Forum, Staff/SPC Bi-Weekly, Specialty Leadership Engagements, etc.
• Partners with Meeting Owners by managing ever changing program requirements and execute change details accurately and appropriately (agenda management, meeting data analysis, budget reconciliation and reporting for meeting/event projects).
• Key logistical and coordination point supporting meeting and communication related activities.
• Manage effective communication with several levels of cross-functional stakeholders, such as:business owners/internal customers, field personnel, and various supporting departments.

• Oversees execution of communication-related VP recognition activities to support motivation and morale of business - can include: letters, emails, deck creation, and calendaring activities.
• Provide additional on-site support at meetings as requested by business owner or meeting planning manager.
• Oversee logistical, financial and purchasing support as needed including all event related Purchase Order, Expense Report, and Meeting Cards.
• Ensure data necessary for the completion and reconciliation of the meetings are timely and accurate.
• Ability to navigate IT systems of record.
• Proficiency in Microsoft Office Suite.

Qualifications

• High School diploma or equivalent. Some college preferred.
• 4+ years previous admin experience or equivalent.
• Meeting Management experience
• Strong Organizational skills
• Knowledge of Sales & Marketing organization
• Supplier management
• Ability to manage multiple project deadlines
• Cross-functional-collaboration
• Good communication/presentation skills, written and verbal
• Shows high level of initiative and ability to work independently
• Ability to deliver results in a fast-paced environment
• Ability to work independently and remotely as necessary
• Conflict resolution skills; independent of supervisor input or coaching

Significant Work Activities
Continuous sitting for prolonged periods (more than 2 consecutive hours in an 8 hour day)
Travel
Yes, 10 % of the Time
Job Type
Experienced
Schedule
Full-time
Job Level Code
IC
Equal Employment Opportunity
At AbbVie, we value bringing together individuals from diverse backgrounds to develop new and innovative solutions for patients. As an equal opportunity employer we do not discriminate on the basis of race, color, religion, national origin, age, sex (including pregnancy), physical or mental disability, medical condition, genetic information gender identity or expression, sexual orientation, marital status, protected veteran status, or any other legally protected characteristic.