Administrative Assistant III

Lake County, IL, United States
Dec 30, 2020
Administration, General
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 . Follow @abbvie on Twitter , Facebook , Instagram , YouTube and LinkedIn .

AbbVie is searching for an Administrative Assistant III to provide support for our Intellectual Property Prosecution group and back up support for the Vice President, Intellectual Property & Strategy. This position will be based at AbbVie's headquarters located in North Chicago, Illinois.

Responsibilities include all administrative functions of the Intellectual Property department: managing calendars, scheduling travel, managing correspondence and processing expense reports, planning meetings/events, creating or revising business documents, preparing presentations from source materials, answering phones, handling teleconference and videoconference meeting setups, and compiling meeting materials.
  • Provides administrative support to Lake County patent prosecution team (attorneys and paralegals)
  • Provides back up support to VP, Intellectual Property & Strategy, and VP's administrative assistant
  • Uses and understands Microsoft Office 365 (including Outlook, Word, Excel, PowerPoint, SharePoint, OneDrive, and Teams), Adobe Acrobat, Zoom, and other business-specific software
  • Assists with event planning, including scheduling meetings, conference rooms and catering when necessary
  • Maintains and manages calendars; proactively identifies and resolves scheduling conflicts
  • Coordinates travel arrangements and expense reports
  • Answers Intellectual Property zero-out line, routes calls and takes messages accordingly
  • Oversees onboarding of new legal employees and contractors, including office setups
  • Assists with office supply ordering
  • Frequently handles confidential or business-sensitive information
  • Interacts with 3rd-party vendors and triage billing and/or payment issues to appropriate department or professionals
  • Responsible for compliance with applicable Corporate and Divisional Policies and procedures


Position Requirements:
  • High School diploma or equivalent. Some college preferred.
  • At least 1-2 years previous admin experience or equivalent.
  • Intermediate to advanced knowledge of Microsoft Office 365 (including Outlook, Word, Excel, PowerPoint, SharePoint, OneDrive, and Teams), Adobe Acrobat, Zoom, and understanding of business processes and requirements.
  • Superior organizational and communication skills.
  • Self-starter able to function at a high level with general instruction.

Key Leadership Competencies
  • 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, positive, can-do attitude and desire to be productive contributor to overall organization.
  • Learns quickly and can change course quickly when needed.
  • Strong attention to detail.
  • Open to suggestions and innovation for improvement.
  • Professional demeanor and ability to maintain confidentiality.

Significant Work Activities
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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.