Senior Administrative Assistant - Team ID (Infectious Disease)

Role Summary

Senior Administrative Assistant - Team ID (Infectious Disease) supporting VP and Heads of Sales with advanced administrative duties in a hybrid work model.

Responsibilities

• Provide advanced administrative support to the VP and Heads of Sales, including calendar management, scheduling travel (domestic and international), and prioritizing VP needs.
• Answer department phones, manage correspondence (including couriers), and monitor and prioritize executive email by highlighting actions and authoring responses as appropriate.
• Coordinate, organize, and maintain departmental files in compliance with company and legal guidelines; manage confidential or sensitive information with discretion.
• Plan and execute meetings and events, including booking conference rooms or boardrooms, setting up technology (teleconference, WebEx, devices), compiling materials, and ensuring seamless logistics for both onsite and offsite venues.
• Process expense reports, manage billing, and prepare purchase order requests in approved systems (e.g., SNAPP); obtain and use appropriate corporate credit cards for expenses tied to meetings.
• Use intermediate to advanced Microsoft Office Suite skills and other company-specific software (including Corporate Travel website and Service Now) to accomplish daily tasks and support business operations.
• Coordinate onboarding logistics for new team members, including office setup and access; enter Service Now requests as required.
• Take ownership of "in-house" distribution lists and Team ID mailboxes, ensuring communications are sent promptly and lists are kept updated as staffing changes occur.
• Participate in weekly Team ID staff meetings and maintain a master spreadsheet tracking recurring meetings for VP and Head of Sales, noting all participants, dates, and times.
• Ensure compliance with all AbbVie policies, guidelines, purchasing procedures, and business standards; proactively resolve scheduling conflicts and act as backup administrative support to other staff as needed.

Qualifications

• Minimum 3 years of administrative assistant related experience. High School diploma or equivalent.
• Experience providing support to a VP level or equivalent.
• 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 Legal team 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.