Executive Administrative Assistant at SPECTRAFORCE

Title – Executive Administrative Assistant

Duration – 12 Months

Location – North Chicago, IL 60064

Provides administrative support to the Marketing business supporting Head of Marketing, two Directors, 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.

Requirements

• Some college preferred.

• Some leadership or supervisory experience desired

• 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