Administrative Assistant - ACX Site Leader

Responsibilities

• Site Leadership Support
• Provide advanced administrative support to the ACX Site Leader, site leadership team, remote employees, and team members at other sites reporting into the Site Leader, as well as assigned Development Biological Sciences Portfolio group staff.
• Manage and prioritize the Site Leader's calendar, proactively identify and resolve scheduling conflicts, and coordinate routine meetings.
• Develop meeting agendas and capture minutes at designated meetings as required.
• Draft, review, and manage site leader communications to ensure consistent and professional messaging.
• Represent the Site Leader on site-wide and Massachusetts-wide committees, including social committees and employee resource groups.
• Site Operations & Event Planning
• Plan and coordinate site events, including town halls, large external meetings, team-building activities, and other site-wide functions.
• Track and manage the site budget, ensuring accurate record-keeping and adherence to corporate financial guidelines.
• Support the Crisis Action Team (CAT) as needed.
• Coordinate new employee office setups and facilitate a smooth onboarding experience.
• Administrative & Office Management
• Assist staff with travel arrangements, expense report submissions, calendar management, and courier scheduling.
• Prepare and revise business documents, compile meeting materials, and create polished presentations from source materials.
• Manage correspondence, teleconferences, and billing processes in a timely and professional manner.
• Maintain departmental and site files in compliance with corporate and legal guidelines.
• Follow established company purchasing procedures and other relevant internal policies.
• Apply intermediate to advanced software skills - including Microsoft Office Suite, Outlook, Adobe Acrobat, the Corporate Travel website, and other business-specific applications - to carry out assigned tasks effectively.
• Handle confidential and business-sensitive information with the utmost professionalism and discretion.
• Interact professionally with senior and executive-level stakeholders on a regular basis.
• Required
• High School diploma or equivalent.
• Minimum of 3 years of experience in an administrative assistant or related role.
• Prior experience supporting a Senior Director or equivalent-level leader.
• Intermediate to advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Outlook, and Adobe Acrobat.
• Solid understanding of core business processes and organizational requirements.
• Preferred Competencies & Attributes
• Self-starter with the ability to operate effectively at a high level under general direction.
• Demonstrated ability to build strong working relationships with peers and cross-functional partners.
• Team-oriented mindset with a positive, can-do attitude and a genuine desire to contribute to the organization's success.
• Ability to learn quickly and adapt course as priorities or circumstances change.
• Open to feedback, new ideas, and continuous improvement.
• Professional demeanor with a consistent commitment to maintaining confidentiality.
• Applicable only to applicants applying to a position in any location with pay disclosure requirements under state or local law:
• 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.
• 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

Benefits

Additional Information

Position Summary The Administrative Assistant provides comprehensive administrative support to the AbbVie Cambridge Crossing (ACX) Site Leader and the broader site leadership team. This role plays a key part in fostering a positive, engaging site culture and ensuring the smooth day-to-day operation of the site. The position requires a proactive, organized, and professional individual who can manage multiple priorities with discretion and efficiency.

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