Sr. 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 .

Envision working with energetic colleagues and inspirational leaders. Now, place yourself in that mix; leading discussions, asking the right questions and driving results.

What Your New Manager Wants You To Know

Under limited supervision, the Sr. Administrative Assistant provides administrative, special project, operations and systems support to the Executive Director & staff in R&D Project Management (based in either Irvine, CA, Lake County, IL, or Madison, NJ). Oversees and coordinates the day-to-day activities of the Irvine PM office, and serves as the principle point of administrative contact and liaison with internal and external stakeholders/business partners (including Lake County, IL Portfolio Program Management team) as it relates to Irvine based PM scope of work.

Coordinates with other PPM dept. admins (based in Lake County, IL) as needed. Will have access to confidential information and will maintain the highest level of confidentiality and exercise these principles in interfacing with both internal and external stakeholders.

YOU ARE more than just a title, YOU ARE...

• First class team player : collaborate across multiple disciplines to ensure compliance and ability to influence cross-functional teams and senior leadership.

You Will

• Handle all administrative responsibilities for the Irvine R&D Project Management team, exercising initiative and judgment in making independent decisions.

• Maintain calendar of the Executive Director and manages schedules, determining priorities, and ensuring efficient management and/or organization of meetings; Coordinates all travel reservations for the Executive Director and assist with Lake County based PPM leaders traveling to Irvine, as needed. May support other department staff on limited basis
• Coordinate with other PPM admins regarding Dept. VP travel to Irvine and other special projects as needed
• Schedule all Sr. Management meetings related to Projects, Governance Boards, Irvine based SABs, etc.
• Oversee and administer the day to day activities of the department. (responsibilities are shared with the additional Administrative Assistant in Irvine)
• Prepare expense reports, expedites and tracks processing of all expense reports, check requests, and purchase requisitions for assigned team.
• Make recommendations to ensure the efficient handling of administrative matters and tracks special projects/initiatives to completion.
• Provide support for computer and office maintenance, purchasing of office supplies and office equipment maintenance.
• Work with Executive Director and Directors, HR, space planning, and IT during candidate screening/interview process and eventual onboarding to help ensure efficiencies and rapid onboarding of new staff
• Serve as key gatekeeper for and inquiries from other external stakeholders; field and transfer calls to appropriate internal departments.
• Exercise a high degree of diplomacy, tact, and professionalism.

#LI-PD1

Qualifications

You Bring

• High school degree; college graduate preferred.
• 10-12+ years of increasingly responsible administrative and secretarial experience
• Advanced knowledge of Microsoft Office, Excel, PowerPoint, and Outlook. Knowledge of SAP and Aero is beneficial.
• Demonstrated excellent computer skills with special emphasis on calendaring, presentation, and spreadsheet capabilities.
• Working knowledge of company policies, procedures and operations.
• An excellent communication and interpersonal skills with the ability to effectively interface with all levels within Allergan.
• Creative, flexible, well organized, resourceful and detail oriented.
• Excellent judgement in handling confidential, legal, or sensitive information.
• The ability to work independently, set priorities and handle multiple tasks with a high level of efficiency and little or no supervision.
• A team spirit, can-do attitude, and entrepreneurial style.

In this role, we're looking for a leader who will :

• Act as an Owner
• Be Excellence Focused
• Act as an Influencer

Significant Work Activities
Continuous sitting for prolonged periods (more than 2 consecutive hours in an 8 hour day)
Travel
No
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.