Administrative Assistant- Allergan Aesthetics- Irvine

This position is on a hybrid role working in our Irvine campus. 

At Allergan Aesthetics, an AbbVie company, we develop, manufacture, and market a portfolio of leading aesthetics brands and products. Our aesthetics portfolio includes facial injectables, body contouring, plastics, skin care, and more. Our goal is to consistently provide our customers with innovation, education, exceptional service, and a commitment to excellence, all with a personal touch. For more information, visit https://global.allerganaesthetics.com/. Follow Allergan Aesthetics on LinkedIn.

Responsible for all administrative functions supporting two senior leaders in our Corporate Communications and Public Affairs team (US Meetings Management and Thought Leader/Strategic Communications teams).  Provide general administrative support to include calendar management, scheduling travel, processing expense reports, and assist with meeting event coordination.  Tracks and maintains internal best practice documents and procedures.  

Responsibilities

• Must be comfortable interacting with high-level executives, handling confidential and business-sensitive information
• Must be able to thrive independently, and in a fast-paced team environment, while demonstrating strong professional and collaborative skillset
• Operates successfully with general instruction
• Manage submitting compliant contracts (i.e., SOWs, change orders, MSAs, hotel and BEO contracts etc.) for signature and/or PO issuance into AbbVie system
• Manage sponsorship request submissions into AbbVie system
• Provides general administrative support to include agenda and meeting action items tracking
• Provide general support and coordination for on-site meeting needs
• Assist in tracking projects, project deadlines, and coordinating cross-functional meetings
• Coordinates new employee office set-ups and onboarding
• Maintain and update attendee registration lists for tradeshows and meetings.
• Assist in planning and scheduling Executive/TLT/SC KOL Meetings at Society Meetings and Conferences
• Generate city-specific restaurant listings for meetings and conferences as needed
• Scheduling and maintaining calendars for the AVP of USMM and the Head of Thought Leader Engagement & Development
• Maintain USMM/TLT/SC calendar of events (conferences and meetings) on SharePoint
• Liaise with internal and external stakeholders on behalf of senior leaders 
• Maintain departmental best practices documents, policies and procedures within SharePoint environment
• Submit and track budget expenditures
• Ordering of supplies, shipping, tracking inventory of meeting materials, etc., as needed 
• Responsible for compliance with applicable corporate and divisional policies and procedures. Follows purchasing and requisition procedures, Corporate Security and privacy rules, corporate branding guidelines, etc. 
• Some domestic travel required (approximately 20%)
• Enjoys working in a fun and fast-paced environment

• Bachelor’s Degree preferred.
• 4+ years of progressively responsible administrative support, with at least 2+ years supporting executives or senior leadership. 
• Experience in a fast-paced, high-stakes environment with proven success supporting multiple stakeholders
• Intermediate to advanced knowledge of Microsoft Office Suite and tools like Excel, Word, SharePoint, Teams, Concur, SAP. 

Applicable only to applicants applying to a position in any location with pay disclosure requirements under state or local law: ​​

​​

• The compensation range described below is the range of possible base pay compensation that the Company believes in good faith it will pay for this role at the time of this posting based on the job grade for this position. Individual compensation paid within this range will depend on many factors including geographic location, and we may ultimately pay more or less than the posted range. This range may be modified in the future.​​

• 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. ​​

​​

Note: No amount of pay is considered to be wages or compensation until such amount is earned, vested, and determinable. The amount and availability of any bonus, commission, incentive, benefits, or any other form of compensation and benefits that are allocable to a particular employee remains in the Company's sole and absolute discretion unless and until paid and may be modified at the Company’s sole and absolute discretion, consistent with applicable law. ​

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