Administrative Assistant - BTS ISRM

Responsibilities include all administrative functions of the department: answering phones, managing calendars, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, planning meetings/events, creating or revising business documents, preparing presentations from source materials, handling teleconference, Web Ex and Blackberry/iPhone setups, managing billing, compiling meeting materials and other similar matters.    

Responsibilities:

• Provides advanced administrative support to ISRM VP and the ISRM leadership team including effective calendar management, scheduling travel for domestic and international travel needs, processing/approving expense reports, meeting/event planning & catering, handling teleconference setups, answering phones.
• Participates in weekly ISRM Leadership Team meetings while documenting detailed, clear meeting minutes/action items and keeping the team informed of tasks that are overdue. 
• Acts as a key member of the BTS LT Admin team, ensures there are no coverage gaps amongst BTS LT Admins, provides backup support to BTS Admins as needed, and participates in BTS-wide events/initiatives that require administrative support
• Uses intermediate to advanced software skills to perform assigned work, including: Microsoft Office Suite (mainly Excel, PowerPoint, SharePoint, Teams) and other business-specific software, including Corporate Travel website and other programs; experience working with Confluence is a plus.
• Coordinates new employee office setups and onboarding; ensures ISRM operating tenets are embedded in the onoboardingonboarding experience. 
• Professionally interacts with all levels of employees.
• Consistently handles confidential or business-sensitive information.
• Proactively identifies and resolves scheduling conflicts.
• Maintain contact lists in support of critical security processes including incident response.
• Assist VP in managing key stakeholder engagement touch points.
• Follows company purchasing and other established procedures.
• Maintains centralized supply closets as needed.

• Minimum 3 years of administrative assistant related experience. High School diploma or equivalent.

• Experience providing support to a VP level or equivalent.

• Intermediate to advanced knowledge of Microsoft Office Suite, Outlook, Adobe Acrobat, understanding of business processes and requirements.

• Advanced skills in Microsoft PowerPoint to support VP’s presentations including support with consistent formatting, slideware aesthetics, and proofreading presentations.

• Strong working knowledge of key collaboration tools such as Microsoft Teams, Confluence and/or SharePoint.

•Self-starter able to function at a high level with general instruction.

•Builds strong relationships with peers and cross-functionally with members outside of assigned group as necessary to enable effective and efficient BTS ways of working.

•Team-oriented, can-do attitude and desire to be productive contributor to overall organization.

•Learns quickly and can change course quickly when needed.

•Open to suggestions and innovation for improvement.

•Professional demeanor and ability to maintain confidentiality.

AbbVie is an equal opportunity employer including disability/vets. It is AbbVie’s policy to employ qualified persons of the greatest ability without discrimination against any employee or applicant for employment because 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, status as a disabled veteran, recently separated veteran, Armed Forces service medal veteran or active duty wartime or campaign badge veteran or a person’s relationship or association with a protected veteran, including spouses and other family members, or any other protected group status. We will take affirmative action to employ and advance in employment qualified minorities, women, individuals with a disability, disabled veterans, recently separated veterans, Armed Forces service medal veterans or active-duty wartime or campaign badge veterans. The Affirmative Action Plan is available for viewing in the Human Resources office during regular business hours.