Administrative Assistant - AbbVie

Company Description

AbbVie's mission is to discover and deliver innovative medicines and solutions 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, and eye care – and products and services in our Allergan Aesthetics portfolio. For more information about AbbVie, please visit us at www.abbvie.com. Follow @abbvie on X, Facebook, Instagram, YouTube, LinkedIn and Tik Tok (https://www.tiktok.com/@abbvie) .

Job Description

Provides administrative support to the Marketing business supporting Head of Marketing and back-up for the VP’s assistant.

Responsible for all administrative functions of the department: calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating, or modifying business documents, preparing presentations from source materials, handling Teams, Zoom and Telepresence setups, acting as a liaison for remote access issues and work collaboratively with other admins in the department.

Core Responsibilities Include

• Provides general administrative support. May provide back up support to higher-level management as needed.

• Effectively monitors manager and team calendars, proactively solves conflicts

• Responsible for compliance with applicable Corporate and Divisional Policies and procedures. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).

• Interacts with high-level executives and handles confidential or business-sensitive information.

• May include some support for tracking budget expenditures.

• Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.

• Uses and understands Microsoft Office Suite, and other business-specific software, including the Corporate Travel Web site

• Coordinates new employee office set-ups and onboarding.

• May train/coordinate work for new administrative assistants.

• Operates with general instruction and some supervision

• Safeguard’s Abbvie confidential information

Leadership and Interpersonal Skills

• Fully understand assigned tasks and any associated expectations

• Ask for clarification as needed

• Understand the deadlines and deliverables

• Communicate any obstacles that prevent completion of any deadline

• Provide status updates prior to any deadline

• Be a good listener

• Demonstrate strong Problem-Solving Skills

• Be Accountable and Responsible for actions/mistakes

• Challenges the team to always do better

• Develops an understanding of business partner needs, offers collaboration, and follows through on commitments

• Prioritizes own work, balancing multiple requests for assistance. Establishes good working relationships with client areas; builds rapport and trust with others

• Some project management

• Meeting planning; some tradeshow or exhibit coordination desirable

Technical Skills, Knowledge and Training:

• Be competent and fully knowledgeable about common processes and applications such as:

• Outlook: Calendaring, Emails

• Microsoft Office: Word, PowerPoint, Excel

• SharePoint, Microsoft Teams

• Telepresence including Teams and Zoom

• Ordering and maintaining Office Supplies

• Support catering requests

• Space planning and moves

• Onboarding including equipment (computer, phone, docking station, etc.)

• Event planning for appropriate staff and team meetings including SOWs, POs, MSAs, ACRs, P-Card use

• New productivity technologies as released (i.e., Teams)

• Travel Tool- Concur-Travel & Expense

• Conference Room Reservation Site

• Utilize Abbvie Internal Training & Resources. Training outside of Abbvie will be at the managers discretion.

Qualifications

• Some college preferred.

• Some leadership or supervisory experience preferred

• Experience working in pharmaceutical company or CRO strongly preferred.

• 5+ years previous admin experience supporting executives

• Must have Intermediate to advance knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus, and understanding of business processes and requirements

• “Make it happen” spirit & attitude as well as persistence.

• Learns fast, grasps the "essence" and can change course quickly where needed

• What is a nice to have (but not required) regarding skills, requirements, experience,

Experience with Marketing trade shows

Health industry/Medical Device

Pharma/biotech

Additional Information

Applicable only to applicants applying to a position in any location with pay disclosure requirements under state or local law: ?

?

The compensation range described below is the range of possible base pay compensation that the Company believes in good faith it will pay for this role at the time of this posting based on the job grade for this position. Individual compensation paid within this range will depend on many factors including geographic location, and we may ultimately pay more or less than the posted range. This range may be modified in the future.?

We offer a comprehensive package of benefits including paid time off (vacation, holidays, sick), medical/dental/vision insurance and 401(k) to eligible employees.?

This job is eligible to participate in our short-term incentive programs. ?

?

Note: No amount of pay is considered to be wages or compensation until such amount is earned, vested, and determinable. The amount and availability of any bonus, commission, incentive, benefits, or any other form of compensation and benefits that are allocable to a particular employee remains in the Company's sole and absolute discretion unless and until paid and may be modified at the Company’s sole and absolute discretion, consistent with applicable law.

AbbVie is an equal opportunity employer and is committed to operating with integrity, driving innovation, transforming lives, serving our community and embracing diversity and inclusion. 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 protected veteran, or any other legally protected group status.

US & Puerto Rico only - to learn more, visit https://www.abbvie.com/join-us/equal-employment-opportunity-employer.html

US & Puerto Rico applicants seeking a reasonable accommodation, click here to learn more:

https://www.abbvie.com/join-us/reasonable-accommodations.html

Salary: $22.1 - $39.9