AbbVie Sunnyvale, CA, USA
Nov 06, 2019Full time
General Position Summary/Purpose: Provides administrative support to Head of Discovery, Project Leaders and Discovery Departments. Key Accountabilities/Core Job Responsibilities: Organize and maintain calendar meetings. Exercises considerable judgment and discretion in handling requests for appointments and ensures all parties are informed of and kept abreast of schedules and schedule changes and conflicts. Coordinates travel arrangements; completes expense reports and processes invoices; ensures that correct account codes are used. Coordinates the planning and preparation of internal and external meetings. Activities include but are not limited to: planning and finalizing meeting facilities and room assignments; assisting presenters with finalizing presentations; coordinating meeting room setup, including audio visual and refreshments; creation and finalization of hard-copy presentation materials, and other tasks as assigned. Assist in logistics for external collaboration projects, workshops, and forums, including preparing agenda and minutes, printing and distributing material, tracking action items, and checking on the follow-up and closure of actions Meets and greets visitors in a courteous and professional manner. Composes, types, and distributes professional correspondence and memoranda, E-mails and faxes, using individual initiative and as assigned. Proofreads and edits material for grammatical and factual accuracy to ensure that final documents are accurate before distribution is made. Creates PowerPoint presentations and some spreadsheets as required. Leads administrative support on departmental project or activity that requires administrative assistance. Participate in routine and ad hoc Discovery meetings and other meetings as needed Orders and maintains adequate inventory of office supplies. Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing. Prepares work agreements and proposals and maintains appropriate records and files. Assists with special projects as assigned. Serves as a back-up to other administrative staff when needed. Demonstrates a high level of professionalism in dealing with confidential and sensitive issues. Performs other duties as assigned by supervisor. Excellent verbal and written communication skills. Keystroke a minimum of 50 wpm. Professional appearance and demeanor. Self-motivated, versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm. Acute attention to detail. Commitment to excellence and high standards. Ability to problem solve as needed to meet deadlines Ability to work on complex projects with general direction and minimal guidance. Ability to deal effectively with a diversity of individuals at all organizational levels. Ability to work independently and as a member of various teams and committees. Good judgment with the ability to make timely and sound decisions. Strong interpersonal, organizational, problem-solving, and analytical skills; able to multi-tasking and to manage priorities and workflow. Experience: 2-5 years of experience as an administrative assistant. Dependable, flexible, ethical and hard-working professional – must be a team player. Must be proficient with Microsoft Word, PowerPoint and Outlook. Excellent written skills with attention to detail, time management and organizational skills. Ability to communicate effectively with outside contacts and all levels of company personnel Education Requirements (degree, certifications, etc.): Associate's degree (A.A.) or equivalent . Bachelor’s degree highly preferred.