Senior Administrative Assistant, Allergan Aesthetics Communications

Responsibilities

• Provides advanced administrative support to the Vice President, Allergan Aesthetics Communications. Light admin support for VP direct reports: processing expense reports, scheduling larger meetings, planning food/sourcing location(s), pulling together materials for larger meetings
• Planning and logistics support for Allergan Aesthetics Communications all-staff meetings and events
• Management of files on Allergan Aesthetics Communications Teams channel - e.g., helping us archive and keep team-related items organized and up to date
• Uses intermediate to advanced software skills to perform assigned work. Uses and understands Microsoft Office Suite and other business-specific software, including Corporate Travel website (Domestic and International travel) and other programs
• Support the administration of statements of work (SOWs), purchase orders (POs), and other purchasing activities, ensuring accurate documentation, timely approvals, and compliance with internal processes
• Proficient at proofreading
• Consistently handles confidential or business-sensitive information
• Coordinates new employee office setups and onboarding
• This role is hybrid with expectations to be in the Irvine office three days a week.
• Education and Experience:
• 3-5 years of administrative assistant-related experience. High School diploma or equivalent
• Experience providing support to a VP level or equivalent
• Exceptional project management skills
• Intermediate to advanced knowledge of Microsoft Office Suite, Outlook, Adobe Acrobat, understanding of business processes and requirements
• Self-starter able to function at a high-level with general instruction
• Builds strong relationships with peers and cross-functionally with partners outside of assigned group, as necessary, to enable effective and efficient Corporate Affairs operations
• Team-oriented, can-do attitude and desire to be productive contributor to overall organization
• Learns quickly and can change course quickly when needed
• Open to suggestions and innovation for improvement
• Professional demeanor and ability to maintain 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.
• US & Puerto Rico only - to learn more, visit https://www.abbvie.com/join-us/equal-employment-opportunity-employer.html
• US & Puerto Rico applicants seeking a reasonable accommodation, click here to learn more:
• https://www.abbvie.com/join-us/reasonable-accommodations.html

Benefits

Additional Information

Purpose: The Senior Administrative Assistant, Allergan Aesthetics Communications is responsible for all administrative functions and tasks to support the Allergan Aesthetics Communications department. This includes managing calendars, scheduling travel, managing correspondence, scheduling couriers, processing expense reports, planning meetings/events, creating or revising business documents, assist in preparing presentations from source materials, handling virtual/teleconference meetings. In addition to administrative oversight, this is role also responsible for managing projects that support programs across the Allergan Aesthetics Communications team. This role will report directly to the Vice President, Allergan Aesthetics Communications.

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