Administrative Assistant, US Gastroenterology - Hybrid

Role Summary

Administrative Assistant, US Gastroenterology - Hybrid. Reporting to the Head of Marketing, this role manages calendars, travel, and expenses for eight directors and serves as a central part of the Gastro Family marketing team. The position often leads the organization of meetings both on- and offsite and collaborates closely with the Executive Assistant to the VP Gastroenterology.

Responsibilities

• Proactive calendar management for at least eight directors, including setting up meetings and adjusting conflicting schedules
• Book travel and accommodations, including managing registration for congresses
• Organize onsite and offsite meetings, including room/venue booking, supplies, and catering
• Organize IT equipment for all directors supported
• Collaborate with the Executive Assistant to VP Gastroenterology
• Manage end-to-end expense reporting for multiple directors, acting as a delegate in SAP Concur to prepare, review, and submit policy-compliant reports
• Submit and manage POs and SOWs on behalf of directors, ensuring accurate entries and alignment with procurement/finance requirements
• Maintain accurate in-house team rosters and email distribution lists for key communications

Qualifications

• High school diploma or equivalent; college qualifications preferred
• 1+ year of administrative experience or equivalent, including calendar management and travel/expense management
• Intermediate to advanced knowledge of Microsoft Office Suite, especially Outlook; experience with systems such as SNAPP and Javilen preferred

Skills

• Calendar management
• Travel and expense management
• Meeting and event coordination
• Office software proficiency (Microsoft Office, Outlook)
• Procurement/finance workflow familiarity (POs, SOWs)
• Team coordination and communications
• IT equipment coordination

Additional Requirements

• Hybrid role based in AbbVie's Mettawa, IL office