AbbVie (NYSE: ABBV) is a global, research-based biopharmaceutical company formed in 2013 following separation from Abbott. AbbVie combines the focus and passion of a leading-edge biotech with the expertise and capabilities of a long-established pharmaceutical leader to develop and market advanced therapies that address some of the world’s most complex and serious diseases. In 2013, AbbVie will employ approximately 21,000 people worldwide and markets medicines in more than 170 countries.
PRIMARY JOB FUNCTION:
Provides advanced administrative support to a Divisional Vice President. May provide back up support to higher-level management as needed.
CORE JOB RESPONSIBILITIES:
Responsible for compliance with applicable Corporate and Divisional Policies and procedures.
Responsibilities include all administrative functions of the department: answering phones, calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, handling teleconference and BlackBerry setups, acting as a liaison for remote access issues.
May include some support for tracking budget expenditures and department training compliance.
Coordinates and maintains departmental files, including weekly/monthly highlights, as assigned, in compliance with corporate and government regulations.
Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and
procedures (if applicable). Orders business cards and stationery.
Uses advanced software skills to perform work assigned.
Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel Web site, and employee performance management systems (as applicable).
Coordinates new employee office set-ups and onboarding.
May train/coordinate work for new administrative assistants.
Follows executive onboarding procedures.
POSITION ACCOUNTABILITY / SCOPE:
Consistently interacts with high-level executives.
Advanced knowledge and understanding of business processes and requirements.
Consistently handles confidential or business-sensitive information. Data is typically organizational or multi-dimensional.
Maintains and manages calendar, including meeting and travel scheduling and domestic and international travel arrangements.
Proactively identifies and resolves scheduling conflicts.
Primary point of contact for manager’s schedule.
High School diploma or equivalent. Some college preferred.
5+ years previous admin experience or equivalent.
Operates with little instruction and minimal supervision.
Advanced knowledge of SharePoint, Microsoft Office Suite, Adobe Acrobat, Visio or OrgPlus, and Lotus Notes or Outlook.
Experience working with international colleagues and processing government
documents for international travel (e.g., visas) using CIBT adhering to firm deadlines
Significant Work Activities and Conditions
Continuous sitting for prolonged periods ( more than 2 consecutive hours in an 8 hour day)