AbbVie

STAR Executive Assistant

Employer
AbbVie
Location
Lake County, IL, United States
Posted
Oct 09, 2020
Ref
2006950
Discipline
Administration, Clerical
Required Education
High School or equivalent
Position Type
Full time
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 .

As a STAR Executive Assistant, you will provide interim administrative support to leadership at all levels of the organization, including the Executive Suite. This dynamic role requires an executive level administrative skillset as well as a positive, customer focused attitude. STAR Program assignments vary in length, and provide exposure to leaders throughout the organization. STAR Executive Assistants provide support to the business when permanent assistants are not in the office due to vacation, leave of absence, position vacancy, times of excessive workload and for special projects.

Key Responsibilities Include:
  • Responsible for compliance with applicable Corporate policies and procedures.
  • Responsibilities include all administrative functions of the department: answering phones, calendar management, scheduling travel, managing correspondence, processing expense reports, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, handling teleconference, videoconference and telepresence meetings as well as acting as a liaison for remote access issues.
  • May include some support for tracking budget expenditures.
  • 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 (if applicable). Orders business cards and stationery.
  • 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, and employee performance management systems (as applicable).
  • Coordinates new employee office set-ups and onboarding.
  • May train/coordinate work for new administrative assistants.
  • Follows executive onboarding procedures.


Position Accountability / Scope:
  • Consistently interacts with high-level executives.
  • Anticipates the needs of executive level management and take initiative to resolve issues with the appropriate level of urgency.
  • Completes tasks independently with a strong attention to detail.
  • Applies an advanced working knowledge of the Microsoft Office Suite, international and domestic travel and expense reporting and event coordination.
  • Applies an advanced working knowledge and understanding of business processes and requirements.
  • Consistently handles confidential or business-sensitive information with integrity.
  • Maintains and manages calendars, taking a holistic approach.
  • Proactively identifies and resolves scheduling conflicts.
  • Primary point of contact for leader's schedule.
  • Prioritizes own work, balancing multiple requests for assistance. Establishes good working relationships with client areas; builds rapport and trust with others.
  • Works in various office buildings in Lake County as assigned by program manager

Qualifications

Minimum Education:
  • High School diploma or equivalent. Some college preferred.


Minimum Experience / Training Required:
  • 7+ years previous administrative experience or equivalent, executive level experience preferred.
  • Works independently with a strong attention to detail.
  • Advanced working knowledge of the Microsoft Office Suite, international and domestic travel and expense reporting and event coordination.

Significant Work Activities
N/A
Travel
Yes, 5 % 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.