Senior Administrative Assistant

Job Description

We are seeking a highly motivated and experienced Executive Administrative Assistant to provide advanced administrative support to VP-level leaders or equivalent. This role is critical in ensuring smooth day-to-day operations and effective coordination across teams. The Executive Administrative Assistant will help leaders stay organized, prepared, and focused by managing priorities, coordinating schedules, and handling sensitive information with the highest level of professionalism and discretion.

This position also includes site and department support to help ensure our scientists can remain focused on advancing medicines for patients.

• Provide advanced administrative support to executives and backup support as needed
• Manage and prioritize executive travel, calendar, email, and identify action items
• Maintain complex calendars across time zones, coordinate meetings, and arrange domestic and international travel
• Proactively resolve scheduling conflicts
• Coordinate with other administrative assistants on cross-functional priorities
• Handle confidential and business-sensitive information
• Coordinate departmental files in compliance with corporate and legal requirements
• Maintain department SharePoint and TEAMS sites
• Use Microsoft Office Suite and business systems, including corporate travel and expense tools
• Support onboarding and office setup for new employees and contractors
• Assist with meeting planning, correspondence, supplies, shipments, invoices, and expense reports
• Support video conference, Teams/Zoom, and remote meeting logistics
• May train or coordinate work for new administrative assistants
• Assist with special projects, communications, and provide general administrative support to the leadership team
• Provide additional site support, including maintaining seating locations, supporting department meetings, assisting with visitors, updating email distribution lists and some catering support
• Leverage AI tools and digital productivity solutions to improve efficiency, streamline administrative processes, and enhance productivity

• Associate’s degree or equivalent experience required;
  Bachelor’s degree preferred
• Experience providing advanced administrative support to senior leaders
• Available after core business hours in the event of travel emergencies
• Strong organizational, communication, and problem-solving skills
• Ability to manage multiple priorities and work independently with general direction
• Proficiency in Microsoft Office Suite and other business software
• Demonstrated professionalism, discretion, and accountability
• Comfort using AI-enabled tools and technology to support daily work processes

• Strong attention to detail
• Ability to build trusted relationships
• Excellent judgment and follow-through
• Collaborative mindset and willingness to support team success

• Experience in a fast-paced corporate environment
• Familiarity with project coordination and event planning
• Interest in using AI and automation to improve operational effectiveness

• 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 employer remains in the Company's sole and absolute discretion unless and until paid and may be modified at the Company’s sole and absolute discretion, consistent with applicable law.

Abb Vie 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.