STAR (Specialized Temporary Admin Resources) Executive Assistant

The STAR Executive Assistant will be hired to fulfill AbbVie Admin requests to support the Executive Leadership Team in the C-Suite as well as long-term or short-term assignments throughout AbbVie. Must be comfortable to adapt to different leadership styles. The STAR Executive Admin may be filling in for other admins when on vacation medical leave sick time or require additional admin support on their team to meet project deadlines. Must be available and flexible for these assignments.

All the leaders are looking for sharp experienced admins with a pro-active approach to doing their work. One who would learn and understand the leaders priorities be the eyes and ears of the leader connect with the business and others to get things done. If they dont know how to do something to figure it out by reaching out to others etc. reach out to meeting requests to get more info on why they need time from the leader and so on. Work effectively with other admins and keep leader and team organized.

The STAR Program needs a candidate with good stable work histories. Open to being coached and developed by STAR Executive Admins and leadership team. Performance will be reviewed by leader/admin supporting and assessed to appropriately provide feedback and development. Assignment locations will vary within our Lake County IL. or Irvine Locations (remote). Must report onsite (Lake County IL) unless otherwise stated by the leader/admin requesting support. STAR Admin Training and shadowing will be provided prior to being placed on an assignment.

Responsible for all administrative functions of the department: answering phones calendar management scheduling travel managing correspondence and scheduling couriers processing expense reports using Concur and Travel meeting/event planning creating or modifying business documents preparing presentations from source materials Teams Meetings and Telepresence setups acting as a liaison for remote access issues.

STAR Program Executive Admin Responsibilities & Expectations Include:

• Collaborate with the STAR Program Manager and STAR Program Coordinator on Screenings and Interviewing potential candidates to join the team (FTE or Contractors).
• To be a mentor or coach to oncoming STAR Contractors or new FTE Admins across AbbVie
  • Mentorship is required for those who need additional training
• To be a subject matter expert and provide material and content for training and onboarding initiatives
• To be an active contributor in Teams Global Admin Channel Presentations Admin Summits STAR Marketing Campaigns and Project Management.
• To take part in onboarding and training role immersion and job shadowing initiatives to assist new admins transitioning with their prospective team/role.
• Executive Admin will have to take on multiple assignments simultaneously to meet the business needs when schedule requires it.
• Skilled in building trust quickly across different levels.
• Adept at influencing without authority and managing relationships without diplomacy.
• Quickly adapt and step in when needed and able to adjust to different leadership or team styles. Be able to shift assignments and be ready exclusively when the executive suite requests an Admin.

Key Assignment Responsibilities Include:

Provides general administrative support to Executive Leadership Team EVPs SVPs Managers Directors and Heads.

Effectively monitors manager and team calendars proactively solves conflicts and has independent judgment.

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.

Orders business cards and stationery.

Uses and understands Microsoft Office Suite and other business-specific software including the Corporate Travel Web site and employee performance management systems (as applicable).

Coordinates new employee office set-ups and onboarding.

Operates with general instruction and some supervision

Safeguards 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

Prioritizes own work balancing multiple requests for assistance. Establishes good working relationships with client areas; builds rapport and trust with others

Qualifications :

Requirements

High school diploma required. Some college preferred.

Experience working in pharmaceutical company or CRO strongly preferred.

3 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

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 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 and serving our community. Equal Opportunity Employer/Veterans/Disabled. 

US & Puerto Rico only - to learn more visit  & Puerto Rico applicants seeking a reasonable accommodation click here to learn more:

Work :

No

Employment Type :

Full-time