Executive Assistant

at  AbbVie

Company Description
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 Twitter, Facebook, Instagram, YouTube and LinkedIn.
Job Description
The Executive Assistant will provide advanced administrative support to the Executive or Site Director role and provide general admin support for a full location/site. Serves as backup support to other admin staff. Responsibilities include all administrative functions: answering phones, managing calendars, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, planning meetings/events, creating or revising business documents, preparing presentations from source materials, managing purchases, compiling meeting materials, coordinating events and other similar matters.

Responsibilities

• Monitors and prioritizes the executive’s correspondence, calendar and email, highlights actions and routinely authors responses. Proactively identifies and resolves scheduling conflicts.
• Schedules various activities (appointments, meetings, facility/conf. rooms usage, etc.) for the Executive/Site Director and other management staff. Manages and directs incoming calls and visitors.
• Develops and maintains an organized filing system for documents required in the department in compliance with corporate and legal guidelines and retention policies.
• Prepares a variety of correspondence, agendas, reports and other materials using word processing, spreadsheets and database applications. Prepares presentations and others as required.
• Performs purchasing of goods and services as required, in compliance and following company purchasing procedures. May also require to follow-up until received and make payment coordination.
• Collects and compiles data and other information for inclusion in special and periodic reports. Creates and maintains org charts, employee reports, vacation reports and others as required.
• Manages meeting and travel scheduling and expense reporting
• Coordinates meeting events and office/site activities.
• Acts and serves as a go-to expert across the office/site and functions as the lead/coordinator for other site admins.
• Provide assistance to operations in accordance with environmental management, occupational health and safety (EHS) systems and promote continuous improvement. Comply with all EHS procedures and policies including incident reporting, use of PPE, waste management and disposal, and any other program applicable according to the position duties.

Qualifications

Qualifications

• An associate degree in Secretarial Sciences or a related field is required. A bachelor’s degree is preferred.
• At least 5 years of experience in administrative and secretarial functions. Experience providing support to an executive or director level is required.
• Excellent communication skills. Must be fully bilingual English and Spanish. English proficiency is required.
• Intermediate to advanced knowledge of Microsoft Office Suite, Outlook. Knowledge of SAP is preferred.
• Builds strong relationships with peers and cross functionally with partners outside of assigned group. Team-oriented, can-do attitude and desire to be a productive contributor to the overall organization.
• Well organized, detail oriented, analytical and excellent time management skills. Self-starter, learn quick and work independently.
• Strongly preferred qualifications include: Anticipate and proactively address area needs; extraordinary communication skills; highly skilled in priritization; SAP Purchasing system knowledge.

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 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

• Monitors and prioritizes the executive’s correspondence, calendar and email, highlights actions and routinely authors responses. Proactively identifies and resolves scheduling conflicts.
• Schedules various activities (appointments, meetings, facility/conf. rooms usage, etc.) for the Executive/Site Director and other management staff. Manages and directs incoming calls and visitors.
• Develops and maintains an organized filing system for documents required in the department in compliance with corporate and legal guidelines and retention policies.
• Prepares a variety of correspondence, agendas, reports and other materials using word processing, spreadsheets and database applications. Prepares presentations and others as required.
• Performs purchasing of goods and services as required, in compliance and following company purchasing procedures. May also require to follow-up until received and make payment coordination.
• Collects and compiles data and other information for inclusion in special and periodic reports. Creates and maintains org charts, employee reports, vacation reports and others as required.
• Manages meeting and travel scheduling and expense reporting
• Coordinates meeting events and office/site activities.
• Acts and serves as a go-to expert across the office/site and functions as the lead/coordinator for other site admins.
• Provide assistance to operations in accordance with environmental management, occupational health and safety (EHS) systems and promote continuous improvement. Comply with all EHS procedures and policies including incident reporting, use of PPE, waste management and disposal, and any other program applicable according to the position duties