Senior Administrative Assistant

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 including immunology, oncology, and neuroscience—and products and services in our Allergan Aesthetics portfolio.

About the role

The Senior Administrative Assistant provides comprehensive support to the Vice President of Neuroscience Discovery Research and the Cambridge Research Center (CRC) Site Leader. This role requires a proactive, organized, and professional individual who can manage multiple priorities with discretion and efficiency while helping foster a positive and engaging culture. This position is based on site in our Cambridge, Massachusetts location.

Responsibilities

• Manage all administrative functions for Discovery Research Neuroscience and the Cambridge Research Center, including:
  • Calendar management, proactively solving conflicts.
  • Handling Teams/Zoom and general telepresence setups; acting as liaison for remote access issues.
  • Scheduling travel and processing expense reports.
  • Managing correspondence, scheduling couriers, preparing FedEx labels, and managing shipments.
  • Ordering office supplies.
  • Processing invoices.
  • Meeting/event planning and catering.
  • Creating or modifying business documents.
  • Preparing presentations from source materials.
  • Preparing binders and other large copy requests.
  • Requesting publications/articles.
  • Onboarding various contracted vendors.
  • Providing back-up administrative support to other team staff, as needed.
• Ensure compliance with applicable Corporate and Divisional policies and procedures, including purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
• Interact with high-level executives and handle confidential or business-sensitive information.
• Track budget expenditures, as needed.
• Coordinate and maintain departmental files in compliance with corporate and government regulations.
• Use Microsoft Office Suite and other business-specific software, including the Corporate Travel and Expense website and employee performance management systems.
• Coordinate new employee office set-ups and onboarding.
• Train/coordinate work for new administrative assistants.
• Operate with general instruction and some supervision.
• Safeguard AbbVie confidential information.
• Limited travel may be required.

Leadership and Interpersonal Skills

• Fully understand assigned tasks and associated expectations; ask for clarification as needed.
• Understand deadlines and deliverables; communicate obstacles that prevent completion of deadlines; provide status updates prior to deadlines.
• Demonstrate strong problem-solving skills.
• Be accountable and responsible for actions/mistakes.
• Challenge the team to always do better.
• Prioritize own work, balancing multiple requests for assistance.
• Establish good working relationships with client areas.
• Build rapport and trust with others; possess good listening skills.

Qualifications

• Bachelor of Science degree preferred.
• Some leadership or supervisory experience desired.
• Experience working in a pharmaceutical company or CRO strongly preferred.
• 7+ years of previous administrative experience supporting executives.
• Intermediate-to-advanced knowledge of Microsoft Office Suite, Concur, SharePoint, Visio, or OrgPlus, and understanding of business processes and requirements.
• “Make it happen” spirit and attitude as well as persistence.
• Ability to learn fast, grasp the “essence,” and change course quickly, where needed.

Benefits

• Comprehensive package of benefits including paid time off (vacation, holidays, sick).
• Medical, dental, and vision insurance.
• 401(k) eligibility.
• Eligibility to participate in short-term incentive programs.