Assistant, Administration ll

Summary of role

Provides advanced administrative support to the Head of AbbVie Digital Lab.  The role will support a new team that is being created, it will require an "all hands on deck" mentality as day to day needs and tasks may change based on needs.  Must be flexible and have team mentality.  Microsoft Office skills (outlook, excel, powerpoint, word) and attention to detail are a must.  Ability to coordinate meetings and make travel arrangements.

Main Responsibilities

• Maintains and manages calendar to include proactively resolving meeting conflicts as they occur.  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.
• Consistently handles confidential or business sensitive information.  Generates meeting pre-read documents and other materials.
• Timely and accurate completion of leader’s expense report.
• Coordinate New Full Time Employee’s and/or Contractor’s office set-ups, onboarding and offboarding.
• Adept in submission of purchase orders and opening meeting cards.
• Lead other administrative assistants 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.

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 Digital Lab contributions to the business and serving our patients.

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