Administrative Assistant Iii Jobs

AbbVie is searching for an Administrative Assistant III to provide support for our Intellectual Property Litigation department and back-up support for the Vice President, Intellectual Property & Strategy. This position will be based at AbbVie’s headquarters located in North Chicago, Illinois and will operate in a hybrid capacity (3+ days onsite per week).

Responsibilities include all administrative functions of the Intellectual Property department: managing calendars, scheduling travel, managing correspondence, processing expense reports, planning meetings/events, creating or revising business documents, preparing presentations from source materials, answering phones, handling teleconference and videoconference meeting setups, and compiling meeting materials.

• Document management in iManage, SharePoint litigation collaboration sites, and Corporate Records.
• Uses and understands Microsoft Office 365 (including Outlook, Word, Excel, PowerPoint, SharePoint, OneDrive, and Teams), Adobe Acrobat, Zoom, and other business-specific software.
• Interact with 3rd-party vendors and triage billing and/or payment issues to appropriate departments or professionals. Responsible for review and processing of invoices and purchase orders.
• Assists with office supply management (ordering, expensing, and maintaining inventories).
• Provides administrative support to Lake County Intellectual Property Litigation department (attorneys and paralegals).
• Maintains and manages calendars; proactively identifies and resolves scheduling conflicts.
• Provides back-up support to VP, Intellectual Property & Strategy, and VP’s administrative assistant.
• Assists with event planning, including scheduling meetings, conference rooms, and catering when necessary.
• Coordinates travel arrangements and expense reports.
• Frequently handles confidential or business-sensitive information.
• Responsible for compliance with applicable Corporate and Divisional Policies and procedures.
• Collect and search for patents and publications/articles.
• Answers Intellectual Property zero-out line, routes calls, and takes messages accordingly .
• Oversees onboarding of new legal employees and contractors, including office setups, and offboarding responsibilities.

Qualification Requirements

• At least 1-2 years previous administrative assistance experience or related administrative work in a business environment.
• Self-starter able to function at a high level with general instruction.
• Intermediate to advanced knowledge of Microsoft Office 365 (including Outlook, Word, Excel, PowerPoint, SharePoint, OneDrive, and Teams), Adobe Acrobat, Zoom, and understanding of business processes and requirements.
• High School diploma or equivalent. Some college preferred.
• Superior organizational and communication skills.

Key Competencies Required

• Learns quickly and can change course quickly when needed.
• Team-oriented, positive, can-do attitude and desire to be productive contributor to overall organization.
• Professional demeanor and ability to maintain confidentiality.
• Builds strong relationships with peers and cross-functionally with partners outside of assigned group, as necessary, to enable effective and efficient Legal team operations.
• Open to suggestions, feedback and innovation for improvement.
• Strong attention to detail.

AbbVie is an equal opportunity employer including disability/vets. It is AbbVie’s policy to employ qualified persons of the greatest ability without discrimination against any employee or applicant for employment because of race, color, religion, national origin, age, sex (including pregnancy), physical or mental disability, medical condition, genetic information, gender identity or expression, sexual orientation, marital status, status as a disabled veteran, recently separated veteran, Armed Forces service medal veteran or active duty wartime or campaign badge veteran or a person’s relationship or association with a protected veteran, including spouses and other family members, or any other protected group status. We will take affirmative action to employ and advance in employment qualified minorities, women, individuals with a disability, disabled veterans, recently separated veterans, Armed Forces service medal veterans or active-duty wartime or campaign badge veterans. The Affirmative Action Plan is available for viewing in the Human Resources office during regular business hours.