Senior Administrative Assistant

Company Description

About 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 including immunology, oncology and neuroscience - and products and services in our Allergan Aesthetics portfolio. For more information about AbbVie, please visit us at www.abbvie.com. Follow @abbvie on LinkedIn, Facebook, Instagram, X and YouTube.

Job Description

The Senior Administrative Assistant manages complex administrative activities, coordinates schedules and travel, prepares business materials, supports meetings and events, and handles confidential information with professionalism and discretion.

Hybrid Model: 3 days in office (T/W/TH). Additional in-office days may be required in accordance with the business needs of the Hiring Manager and team.

Responsibilities:

• Provide advanced administrative support to the VP and Heads of Sales, including calendar management, scheduling travel (domestic and international), and prioritizing VP support.
• Answer department phones, manage correspondence (including couriers), and monitor and prioritize executive email by highlighting actions and authoring responses as appropriate.
• Coordinate, organize, and maintain departmental files in compliance with company and legal guidelines; manage confidential or sensitive information with discretion.
• Plan and execute meetings and events, including booking conference rooms or boardrooms, setting up technology (teleconference, WebEx, devices), compiling materials, and ensuring seamless logistics for both onsite and offsite venues.
• Process expense reports, manage billing, and prepare purchase order requests in approved systems (e.g., SNAPP); obtain and use appropriate corporate credit cards for expenses tied to meetings.
• Use intermediate to advanced Microsoft Office Suite skills and other company-specific software (including Corporate Travel website and Service Now) to accomplish daily tasks and support business operations.
• Coordinate onboarding logistics for new team members, including office setup and access; enter Service Now requests as required.
• Take ownership of "in-house" distribution lists and Team ID mailboxes, ensuring communications are sent promptly and lists are kept updated as staffing changes occur.
• Participate in weekly Team ID staff meetings and maintain a master spreadsheet tracking recurring meetings for VP and Head of Sales, noting all participants, dates, and times.
• Ensure compliance with all AbbVie policies, guidelines, purchasing procedures, and business standards; proactively resolve scheduling conflicts and act as backup administrative support to other staff as needed.

Qualifications

• 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.
• Self-starter able to function at a high level with general instruction.
• Builds strong relationships with peers and cross-functionally with partners outside of assigned group as necessary to enable effective and efficient Legal team operations.
• 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.

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 and serving our community.  Equal Opportunity Employer/Veterans/Disabled. 

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