Administrative Assistant I

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Job description

About AbbVie
AbbVie's mission is to discover and deliver innovative medicines 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, eye care, virology, women's health and gastroenterology, in addition to products and services across its Allergan Aesthetics portfolio. For more information about AbbVie, please visit us at . on Twitter , Facebook , Instagram , YouTube and LinkedIn .

Provides direct advanced administrative support to the Vice President, Discovery Research

Key responsibilities Include:

Communication Management

• Highly proactive across all areas of responsibility
• Acts in a position of functional administrative leadership and impact as a key member of the Discovery Research Leadership Team
• Knows the audience and represents the leader in a professional manner.
• Interacts professionally with functional senior staff and support functions
• Ensures timely receipt, handling and delivery of communications through understanding the leader's needs, as well as the department's business and activities.
• Anticipates the needs of the leader, delivering routine and ad hoc requests that consistently meet deadline.
• Provides materials and documents that have a high level of accuracy and are concise and professional.
• Prevents issues by escalating questions and concerns to the leader or appropriate department resources in a timely fashion, with potential solutions for quick resolution when appropriate.

Administrative Support

• Interacts collaboratively with Executive-Level Administration and Supporting Functions.
• Supports VP, Discovery Research in all administrative areas (i.e., answering phones, calendar management, scheduling travel, processing expense reports, etc). Works closely and professionally with DRLT Leadership, as well as Leadership in areas throughout R&D and AbbVie.

Meeting Planning and Calendar Maintenance

• Schedules and coordinates meetings, assuring appropriate facilities and services are utilized, and that meeting materials and documents are prepared and organized, while adhering to written policies, procedures and specifications. Maintains calendars to ensure conflicts are resolved.
• Assumes responsibility for the readiness of the Leader's participation in daily activities.

Travel Planning / Expense Reports

• Timely and efficient preparation of complex domestic and international travel arrangements and submission of expense reports, while adhering to corporate policies and procedures. Utilizes Corporate Services when appropriate - Corporate Aviation or Limousine Services.
• Monthly reconciliation of Leader's credit card and P-Card statements assuring accuracy in reimbursement of expenses.

Resource Management

• Ensures supplies and equipment for the Office of Discovery Research are appropriately maintained, ensuring minimal to no disruption in leader and department activities.
• Follows all purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable). Performs other delegated tasks on behalf of the leader as assigned.

Event Management

• Works in consort with other business functions (i.e., BSG, Communications lead, etc.) to coordinate and manage internal and external meetings and events (i.e., all employee meetings, senior leader meetings, conferences, etc.) in alignment with enterprise policies and guidelines to achieve successful delivery.

Qualifications

• High School diploma or equivalent; Some college preferred.
• 5+ years previous admin experience or equivalent; 8-10+ years of prior admin experience and significant knowledge of AbbVie functions and processes preferred.
• Operates with limited instruction and minimal supervision.
• Advanced knowledge of Microsoft Office Suite, Word, Excel, PowerPoint, Outlook, Adobe Acrobat, Visio or OrgPlus and Corporate Travel & Expense and other internal web sites.
• Demonstrates an excellent interpersonal, communication and technical skillset, while maintaining critical confidentiality.

Significant Work Activities
N/A
Travel
Yes, 5 % of the Time
Job Type
Experienced
Schedule
Full-time
Job Level Code
IC
Equal Employment Opportunity
At AbbVie, we value bringing together individuals from diverse backgrounds to develop new and innovative solutions for patients. As an equal opportunity employer we do not discriminate on the basis 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, protected veteran status, or any other legally protected characteristic.