Administration Assistant / Pharma Background / Executive Assistant

The Contract Admin Assistant will be hired on an as need basis to fulfill AbbVie Admin requests for short-term assignments. Must be comfortable to adapt to different leadership styles. Contract Admin Assist. may be filling in for other admins when on vacation, medical leave, sick time, or require additional admin support on their team to meet project deadlines. Must be available and flexible for these assignments. As this is on an as needed basis, specific number of hours available to work each week may vary and are not guaranteed throughout the duration of the Floater Role assignment
All the leaders are looking for sharp, experienced admins with a pro-active approach to doing their work. One who would learn and understand the leader’s priorities, be the eyes and ears of the leader, connect with the business and others to get things done. If they don’t know how to do something to figure it out by reaching out to others etc., reach out to meeting requests to get more info on why they need time from the leader and so on. Work effectively with other admins and keep leader and team organized.

We need candidates with good stable work histories. Open to being coached and developed by STAR Executive Admins and leadership team. Performance will be reviewed by leader/admin supporting and assessed to appropriately continue your short-term contract. Assignment locations will vary within our Lake County, IL. or Irvine Locations. Must report onsite (Lake County, IL), unless otherwise stated by the leader/admin requesting support. STAR Admin Training and shadowing will be provided prior to being placed on an assignment.

Responsible for all administrative functions of the department: answering phones, calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, Teams Meetings and Telepresence setups, acting as a liaison for remote access issues.

Key Responsibilities Include:
• Provides general administrative support. May provide back up support to higher-level management as needed.
• Effectively monitors manager and team calendars, proactively solves conflicts
• Responsible for compliance with applicable Corporate and Divisional Policies and procedures. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
• Interacts with high-level executives and handles confidential or business-sensitive information.
• May include some support for tracking budget expenditures.
• Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.
• Orders business cards and stationery.
• Uses and understands Microsoft Office Suite, and other business-specific software, including the Corporate Travel Web site, and employee performance management systems (as applicable).
• Coordinates new employee office set-ups and onboarding.
• May train/coordinate work for new administrative assistants.
• Operates with general instruction and some supervision
• Safeguard’s Abbvie confidential information

v Leadership and Interpersonal Skills:
• Fully understand assigned tasks and any associated expectations.
• Ask for clarification as needed
• Understand the deadlines and deliverables
• Communicate any obstacles that prevent completion of any deadline
• Provide status updates prior to any deadline
• Be a good listener