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Administrative Assistant III

Employer
AbbVie
Location
Lake County, Illinois
Start date
Sep 12, 2021

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Job Details

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.

AbbVie is searching for an Administrative Assistant III to provide support for our Intellectual Property Litigation department 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, 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 Intellectual Property Litigation department (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, and offboarding responsibilities.
  • Assists with office supply management (ordering, expensing, and maintaining inventories).
  • Interact with 3rd-party vendors and triage billing and/or payment issues to appropriate departments or professionals.  Responsible for review and processing of invoices and purchase orders.
  • Document management in iManage, SharePoint litigation collaboration sites, and Corporate Records.
  • Collect and search for patents and publications/articles.
  • Frequently handles confidential or business-sensitive information.
  • Responsible for compliance with applicable Corporate and Divisional Policies and procedures.

Qualifications
  • High School diploma or equivalent. Some college preferred.
  • At least 1-2 years previous administrative assistance 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
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.

Company

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, and YouTube.

Stock Symbol: ABBV

Stock Exchange: NYSE

Company info
Website
Phone
1-800-255-5162
Location
1 North Waukegan Road
North Chicago
Illinois
60064
US

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