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

Position Summary 

The Senior Administrative Assistant supports a Vice President and Chief of Staff for a Lake County-based team. The person must manage multiple priorities with discretion and efficiency. The person must also help build a positive and engaging culture. 

Responsibilities 

Calendar & Communication Management 

• Manages the VP calendar. Resolves conflicts and sets up meeting series. 
• Sets up Teams and Zoom meetings. Handles remote access issues. 
• Monitors and prioritizes VP email. Flags actions and follow-up items. Writes responses when needed. 
• Meets with the VP daily to review the schedule and prepare materials for the day and week ahead. 

Travel, Expenses & Financial Administration 

• Schedules US and international travel and arranges meetings. 
• Processes expense reports and invoices on time, per AbbVie compliance rules. 
• Manages office supplies and other office operations needs. 

Documentation & Office Support 

• Maintains and updates organization charts and email lists. 
• Creates and edits business documents. 
• Coordinates new employee office set-up and onboarding. 
• Provides back-up support to team staff and may train new administrative assistants. 

Culture, Events & Stakeholder Support 

• Helps coordinate site events, culture activities, ERG events, and lab tours. 
• Works with senior executives and handles confidential information. 
• Works under general direction with some supervision. 
• Follows AbbVie's ethical, compliance, security, and confidentiality rules. 
• May travel locally on a limited basis. 

Leadership and Interpersonal Skills 

• Works well alone and with cross-functional teams. Takes ownership of mistakes and follows through on fixes. 
• Prioritizes own work and balances multiple requests. 
• Builds strong relationships across AbbVie and with outside partners. 
• Plans and runs team events. Proposes structure, manages logistics, and follows up on execution while managing cost and compliance. 
• Shows persistence, attention to detail, and agility in changing conditions. 

Qualifications

• Previous administrative experience supporting leadership within a corporate environment is required. 
• 7+ years of administrative experience supporting executives is preferred.  
• Completion of undergraduate education preferred. 
• Some leadership or supervisory experience desired. 
• Experience in the pharmaceutical industry or a large corporation is strongly preferred. 
• Intermediate-to-advanced skill with Microsoft 365 tools (Word, Excel, PowerPoint, OneNote, SharePoint, Teams, Outlook, Copilot), Concur, and Smartsheet. Project and Visio experience preferred. 
• Skill with AI tools, such as MS Copilot or AI chatbots, to work faster and improve written communication. 

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