Senior Administrative Assistant
Senior Administrative Assistant
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Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
The Senior Administrative Assistant will provides administrative operations and systems support to the VP and Head of Clinical Development & Scientific Innovation and Skincare R&D Function and may support other staff on a limited basis.
This person oversees and coordinates the daytoday activities of the Vice President department and serves as the principle point of administrative contact and liaison with internal and external stakeholders/business partners.
They will ensure all administrative commitments and requirements are executed in a timely manner. In addition the Senior Administrative Assistant will have access to confidential information and will maintain the highest level of confidentiality and exercise these principles in interfacing with both internal and external stakeholders.
Responsibilities
- Proactively maintains calendar and manages schedules appointments determining priorities; resolve scheduling conflicts as needed and ensures efficient management and/or organization of meetings in collaboration with senior leadership administrators as needed.
- Manage and coordinate travel requirements and conference registrations; occasionally support travel and office arrangements for visiting employees.
- Prepare expense reports expedites and tracks processing of all department expense reports check requests and purchase requisitions.
- Manage and coordinate departmental onsite and offsite events and meetings including facilities and catering support as well as meeting logistics (videoconferencing meeting venue etc..
- Manage organizational charts and contact lists as needed.
- Prepare agendas materials and minutes for meetings as required. Compose and prepare routine correspondence; format/edit documents as needed.
- Makes recommendations to ensure the efficient handling of administrative matters and tracks special projects/initiatives to completion.
- Exercises a high degree of diplomacy confidentiality tact and professionalism.
- Administrative support for scheduling aesthetics team meetings and training
- Collaborate with meeting managers and with administrators to schedule meetings and resolve scheduling conflicts.
- Support document filing meeting recordings and organizing as needed.
- Prepares administrative portion of slide decks for routine meetings.
- Coordinate and schedule onboarding and/ or staff offboarding; works with managers HR space planning and IT. Ensure proper set up/ removal of training in Compliance Wire.
- Coordinate department meetings celebrations and events.
- Coordinate process and track office supply orders for the department
- Serves as key gatekeeper for and inquiries from other external stakeholders; field and transfer calls to appropriate internal departments.
Qualifications :
Minimum Qualifications
- High school degree
- 1012 years of increasingly responsible administrative and secretarial experience
- Advanced knowledge of Microsoft Office Excel PowerPoint and Outlook.
Preferred Qualifications:
- College graduate
- Knowledge of SAP and Aero is beneficial
Other Essential Skills & Competencies
- Excellent communication and interpersonal skills with the ability to effectively interface with all levels within Allergan.
- Creative flexible well organized resourceful and proactive.
- Outstanding attention to detail
- Budget tracking and management experience
- Excellent judgement in handling confidential legal or sensitive information.
- Ability to work independently anticipate needs set priorities and handle multiple tasks with a high level of efficiency and little or no supervision.
- Possess team spirit cando attitude and entrepreneurial style.
- Open to business Travel 12 times/ year <10
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 shortterm 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 Companys sole and absolute discretion unless and until paid and may be modified at the Companys 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 AbbVies 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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No
Employment Type :
Fulltime
Employment Type
Full-time
