Senior Administrative Assistant, International & State Government Affairs

Job Description

Responsible for all administrative functions for the International Government Affairs (IGA) and State Government Affairs (SGA) teams : answering phones, calendar management, scheduling travel and facilities requests, processing expense reports, meeting / event planning, maintaining distribution lists, and preparing documents or presentations from source materials, handling teleconference, acting as a liaison for remote access issues and supporting ad hoc projects.

This position is based in North Chicago, IL.

Responsibilities :

Provides advanced administrative support to the Vice President of International Government Affairs and the Vice President of State Government Affairs and their leadership teams.

May provide backup support to other staff as needed.

• Monitors and prioritizes executives' emails, highlights actions, and routinely authors responses.
• Coordinates and maintains departmental files, as assigned, in compliance with corporate and legal guidelines.
• Follows company purchasing and other established procedures.
• Uses intermediate to advanced software skills to perform assigned work. Uses and understands Microsoft Office Suite and other business-specific software, including Corporate Travel website and other programs.
• Coordinates new employee office setups and onboarding.
• Professionally interacts with high-level executives.
• Consistently handles confidential or business-sensitive information.
• Maintains and manages calendars, including meeting and travel scheduling and domestic and international travel arrangements.
• Proactively identifies and resolves scheduling conflicts.
• Processes reports and applications as needed, including expense reports.
• Assists in organizing internal and external meetings and facilitate any supporting materials, catering, and other needs required for set meetings.
• Provides support to the International Government Affairs and State Government Affairs functions across requested priority projects.
• In coordination with the Vice Presidents of International and State Government Affairs leadership, assists in organizing meetings, including drafting agenda, organizing meeting materials and resources and coordinating any catering / meal needs.
• Works cross-functionally across multiple departments to ensure team IT and system needs and requirements are addressed.

Qualifications

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 365 (Outlook, PowerPoint, Word, Excel, Teams, SharePoint, and OneDrive), Kofax Power PDF / Adobe Acrobat, and an understanding of business processes and requirements.
• Self-starter able to effectively operate and perform role with general instruction.
• Builds strong relationships with peers and cross-functionally with partners outside of the assigned group as necessary to enable effective and efficient team operations.
• Team-oriented, can-do attitude, and desire to be a productive contributor to the 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, 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.

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