Administrative Assistant, Medical Affairs - International Oncology

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 X, Facebook, Instagram, YouTube, LinkedIn and Tik Tok.

*Hybrid in Lake County, IL required. 

Purpose

The Administrative Assistant plays a pivotal role in supporting executive leadership by managing and optimizing administrative operations. This position focuses on strategic partnerships and innovation, empowering the team with a mindset geared towards service, discretion and integrity, professionalism and composure, continuous learning and improvement.

Responsible for all administrative functions of the department: 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 iPhone/iPad setups, acting as a liaison for remote access issues.

Responsibilities

• Manage complex executive schedules, ensuring efficient time utilization and coordination of key meetings.
• Proactively identifies and resolves scheduling conflicts
• Oversee travel arrangements, including bookings, itineraries, and visa processing, ensuring seamless travel experiences.
• Maintain and update organizational charts, distribution lists, and internal communication channels.
• Facilitate open and effective communication with executives, team members, and cross-functional partners.
• Serve as a liaison between the leadership team and internal/external stakeholders, ensuring clear and effective communication.
• Responsible for compliance with applicable Corporate and Divisional Policies and procedures. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
• Coordinate meeting logistics, including agendas, minutes, audiovisual setup, and catering for Internal Meetings, Offsite Team events & Congress.
• Assist with special projects as requested.
• Support onboarding processes by ensuring new employees have the necessary tools, access, and resources.
• Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.
• Uses and understands Microsoft Office Suite, and other business-specific software, including the Corporate Travel Web site.
• May train/coordinate work for new administrative assistants.

Mindset & Behaviors:

• Service-oriented: A genuine desire to support others, always thinking, “How can I make their day easier and more efficient”. This includes anticipating needs and going the extra mile to assist, even with small tasks like arranging lunch or personal requests.
• Trustworthiness: A strong commitment to confidentiality, understanding that trust is the foundation of the relationship with the leadership team. The mindset here is, "What is shared with me stays with me."
• Anticipate and Act: A proactive approach to problem-solving, where the person doesn’t just wait for instructions but takes the initiative to identify and address potential issues before they become problems.
• Innovative Thinking: Embrace and drive innovation within the team and organization.
• Continuous Learning: Commitment to personal and professional growth. Learns quickly and can change course quickly when needed
• Resilience: Ability to adapt to change and maintain a positive outlook.
• Inclusivity and Diversity: Promote and uphold a culture of inclusivity and diversity.
• Professionalism: Exhibit the highest level of professionalism in all communications.
• Prioritization: Expertly prioritize tasks to manage complex schedules and competing demands.

• High School diploma or equivalent. Some college preferred.
• 1+ years previous admin experience or equivalent.
• Proficiency in Microsoft Office Suite, MS Teams, SharePoint, and other relevant tools.

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