Executive Administrative Assistant

Title - Executive Administrative Assistant Duration - 12 Months Location - North Chicago, IL 60064 Provides administrative support to the Marketing business supporting Head of Marketing, two Directors, and back-up for the VP's assistant. 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 Teams, Zoom and Telepresence setups, acting as a liaison for remote access issues and work collaboratively with other admins in the department. Core Responsibilities Include: Provides general administrative support. May provide back up support to higher-level management as needed. Effectively monitors manager and team calendars, proactively solves conflicts 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). Interacts with high-level executives and handles confidential or business-sensitive information. May include some support for tracking budget expenditures. 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 Coordinates new employee office set-ups and onboarding. May train/coordinate work for new administrative assistants. Operates with general instruction and some supervision Safeguard's Abbvie confidential information Leadership and Interpersonal Skills: Fully understand assigned tasks and any associated expectations Ask for clarification as needed Understand the deadlines and deliverables Communicate any obstacles that prevent completion of any deadline Provide status updates prior to any deadline Be a good listener Demonstrate strong Problem-Solving Skills Be Accountable and Responsible for actions/mistakes Challenges the team to always do better Develops an understanding of business partner needs, offers collaboration, and follows through on commitments Prioritizes own work, balancing multiple requests for assistance. Establishes good working relationships with client areas; builds rapport and trust with others Some project management Meeting planning; some tradeshow or exhibit coordination desirable Technical Skills, Knowledge and Training: Be competent and fully knowledgeable about common processes and applications such as: Outlook: Calendaring, Emails Microsoft Office: Word, PowerPoint, Excel SharePoint, Microsoft Teams Telepresence including Teams and Zoom Ordering and maintaining Office Supplies Support catering requests Space planning and moves Onboarding including equipment (computer, phone, docking station, etc.) Event planning for appropriate staff and team meetings including SOWs, POs, MSAs, ACRs, P-Card use New productivity technologies as released (i.e., Teams) Travel Tool- Concur-Travel & Expense Conference Room Reservation Site Utilize Abbvie Internal Training & Resources. Training outside of Abbvie will be at the managers discretion. Requirements Some college preferred. Some leadership or supervisory experience desired Experience working in pharmaceutical company or CRO strongly preferred. 5 years previous admin experience supporting executives Must have Intermediate to advance knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus, and understanding of business processes and requirements "Make it happen" spirit & attitude as well as persistence. Learns fast, grasps the "essence" and can change course quickly where needed What is a nice to have (but not required) regarding skills, requirements, experience, Experience with Marketing trade shows Health industry/Medical Device Pharma/biotech