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.

Administrative Assistant II

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.

Summary of role

Provides advanced administrative support to the Vice President, CA&O & Patient Services.  Handles a variety of administrative responsibilities to ensure productive department operations and meetings.

Main Responsibilities

Maintains and manages calendar to include proactively resolving meeting conflicts throughout the day and occasionally after hours.  Monitors leader’s calendar to anticipate changes throughout the day and notify others of meeting conflicts.  Stives to give others timely advanced notice if meetings must be changed.

Makes travel arrangements, creates itineraries and tracks travel for anticipated issues, organizes schedule while traveling, and is organized to process expense reports per company policy.

Plans and executes the function’s leadership meetings.  Prepares agendas in advance and monitors changes to agenda and attendees.   Attends staff meetings to record meeting notes, action items, and address any technical issues.

Assist with planning and executing US executive meetings, this includes assisting the US President’s administrative assistant with meetings and offsite events.

Consistently handles confidential or business sensitive information.  Generates meeting pre-read documents and other materials.

Timely and accurate completion of leader’s expense report.

Adept in submission of purchase orders and opening meeting cards.

Lead other administrative assistants within CA&O and Patient Services to including having culture of teamwork, addressing training needs and office efficiencies, works collaboratively to set consistent standards.

Directly interacts with high level executives and their administrative assistants.

Qualifications

Experience

High school diploma required, bachelor degree is strongly preferred.

5 – 7 years of experience in a corporate business environment.

Experience in providing support to Vice President or equivalent

Self-starter and able to function at a high level with general instructions.

Learns quickly and is flexible to change course quickly when needed.

Builds strong relationships with peers and cross-functionally team oriented and can-do attitude to be a proactive contributor to the organization.

Strong written communication skills, able to interact with internal and external colleagues clearly and concisely.

Professional demeanor and able to maintain confidentiality.

Uses and understands Microsoft Office suite and understands virtual meeting technology.

Acts with a sense of urgency and drive for results recognizing CA&O and Patient Services contributions to the business and serving our patients

Significant Work Activities
Continuous sitting for prolonged periods (more than 2 consecutive hours in an 8 hour day)
Travel
Yes, 15 % 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.