Senior Administrative Assistant, Global Medical Affairs - Immunology - AbbVie

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.

*Onsite 4 days per week in Lake County, IL required. 

Role Overview: 
The Senior Administrative Assistant plays a pivotal role in supporting executive leadership by managing and optimizing administrative operations. This position focuses on strategic partnerships and innovation, empowering the team with a mindset geared towards service, discretion and integrity, professionalism and composure, continuous learning and improvement. The Admin not only handles day-to-day administrative tasks but also has the opportunity to be a very active player driving the organization's strategic direction. 

Job Responsibilities: 

• Manage complex executive schedules, ensuring efficient time utilization and coordination of key meetings.
• Anticipate and plan for VP needs by understanding organizational priorities. Identify requirements for agendas, travel itineraries, meetings, and other arrangements to support the VP in achieving organizational goals.
• Stay informed about major activities within the VP's organization by engaging with the Immunology admin pool. Proactively bring to the VP's attention any need to allocate time for these activities on their calendar.
• Oversee travel arrangements, including bookings, itineraries, and visa processing, ensuring seamless travel experiences.
• Maintain and update organizational charts, distribution lists, and internal communication channels.
• Facilitate open and effective communication with executives, team members, and cross-functional partners.
• Serve as a liaison between the leadership team and internal/external stakeholders, ensuring clear and effective communication.
• Serve as a team leader for all admins in VP's organization to and coordinate learning, development and aligning on relevant processes.
• Prepare and edit professional documents, presentations, and reports.
• Coordinate meeting logistics, including agendas, minutes, audiovisual setup, and catering for Internal Meetings, Offsite Team events & Congress.
• Assist with special projects and strategic initiatives as directed by the executive team.
• Support onboarding processes by ensuring new employees have the necessary tools, access, and resources.

Skills:

• Digital Literacy: Proficiency in Microsoft Office Suite, MS Teams, SharePoint, and other relevant tools.
• Strategic Planning: Ability to contribute to long-term organizational goals.
• Data-Driven Decision-Making: Use data to inform and guide decision-making processes.
• Global Perspective: Understand and integrate global considerations into planning and execution.
• Leadership and Influence: Demonstrate leadership qualities and the ability to influence others effectively.

Mindset & Behaviors:

• Service-oriented: A genuine desire to support others, always thinking, “How can I make their day easier and more efficient”. This includes anticipating needs and going the extra mile to assist, even with small tasks like arranging lunch or personal requests.
• Trustworthiness: A strong commitment to confidentiality, understanding that trust is the foundation of the relationship with the leadership team. The mindset here is, "What is shared with me stays with me."
• Curiosity: Seeks to understand issues comprehensively in order to find solutions to challenges.
• Anticipate and Act: A proactive approach to problem-solving, where the person doesn’t just wait for instructions but takes the initiative to identify and address potential issues before they become problems.
• Innovative Thinking: Embrace and drive innovation within the team and organization.
• Continuous Learning: Commitment to personal and professional growth.
• Resilience: Ability to adapt to change and maintain a positive outlook.
• Empowerment: Foster an environment where team members feel empowered to take initiative.
• Inclusivity and Diversity: Promote and uphold a culture of inclusivity and diversity.
• Professionalism: Exhibit the highest level of professionalism in all communications.
• Prioritization: Expertly prioritize tasks to manage complex schedules and competing demands.

• Minimum 3 years of administrative assistant related experience. High School diploma or equivalent.
• Experience providing support to a VP level or equivalent.

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

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• 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. ​

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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