Senior Administrative Assistant

Company Description

About Abb Vie

Abb Vie'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. For more information about Abb Vie, please visit us at  Follow @abbvie on Linked In, Facebook, Instagram, X and You Tube.

Job Description

Position Summary

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.

Key Responsibilities include, but are not limited to, the following:

* Responsible for all administrative functions for Discovery Research Neuroscience and our Cambridge Research Center such as:

* Calendar management, proactively solving conflicts.

* Handling Teams/Zoom and general Telepresence setups and acting as liaison for remote access issues.

* Scheduling travel and processing expense reports.

* Managing correspondence and scheduling couriers as well as preparing Fed Ex 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; and

* May provide back-up administrative support to other team staff, as needed.

* 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).

* Interact 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 and Expense website and employee performance management systems (as applicable).

* 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 Abb Vie confidential information.

* Limited travel may be required.

Leadership and Interpersonal

Skills:

* Fully understands assigned tasks and any associated expectations.

* Asks for clarification, as needed.

* Understands deadlines and deliverables; communicates obstacles that prevent completion of deadlines; provides status updates prior to deadlines.

* Demonstrates strong problem-solving skills.

* 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; possesses good listening skills.

Qualifications

* Bachelor of Science degree preferred.

* Some leadership or supervisory experience desired.

* Experience working in pharmaceutical company or CRO strongly preferred.

* 7+ years of previous administrative experience supporting executives.

* Must have intermediate-to-advanced knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or Org Plus and understanding of business processes and requirements.
* "Make it happen" spirit and 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…