Position Summary

The Administrative Assistant provides comprehensive administrative support to the AbbVie Cambridge Crossing (ACX) Site Leader and the broader site leadership team. This role plays a key part in fostering a positive, engaging site culture and ensuring the smooth day-to-day operation of the site. The position requires a proactive, organized, and professional individual who can manage multiple priorities with discretion and efficiency.

Key Responsibilities

Site Leadership Support

• Provide advanced administrative support to the ACX Site Leader, site leadership team, remote employees, and team members at other sites reporting into the Site Leader, as well as assigned Development Biological Sciences Portfolio group staff.
• Manage and prioritize the Site Leader's calendar, proactively identify and resolve scheduling conflicts, and coordinate routine meetings.
• Develop meeting agendas and capture minutes at designated meetings as required.
• Draft, review, and manage site leader communications to ensure consistent and professional messaging.
• Represent the Site Leader on site-wide and Massachusetts-wide committees, including social committees and employee resource groups.

Site Operations & Event Planning

• Plan and coordinate site events, including town halls, large external meetings, team-building activities, and other site-wide functions.
• Track and manage the site budget, ensuring accurate record-keeping and adherence to corporate financial guidelines.
• Support the Crisis Action Team (CAT) as needed.
• Coordinate new employee office setups and facilitate a smooth onboarding experience.

Administrative & Office Management

• Assist staff with travel arrangements, expense report submissions, calendar management, and courier scheduling.
• Prepare and revise business documents, compile meeting materials, and create polished presentations from source materials.
• Manage correspondence, teleconferences, and billing processes in a timely and professional manner.
• Maintain departmental and site files in compliance with corporate and legal guidelines.
• Follow established company purchasing procedures and other relevant internal policies.
• Apply intermediate to advanced software skills — including Microsoft Office Suite, Outlook, Adobe Acrobat, the Corporate Travel website, and other business-specific applications — to carry out assigned tasks effectively.
• Handle confidential and business-sensitive information with the utmost professionalism and discretion.

Interact professionally with senior and executive-level stakeholders on a regular basis.