AbbVie Executive Assistant, Commercial in Sunnyvale, California
Executive Assistant, Commercial
Location: Sunnyvale, CA
# of Openings: 1
Pharmacyclics is committed to the development and commercialization of novel therapies intended to improve the quality and duration of life and to resolve serious unmet medical needs for cancer patients. Pharmacyclics is a wholly-owned subsidiary of AbbVie (NYSE:ABBV), a global, research-based biopharmaceutical company. Oncology is a key therapeutic area for AbbVie, with a portfolio consisting of three marketed products and a pipeline containing multiple promising new molecules that are being studied in more than 200 clinical trials for over 20 different types of cancer.
More than 1,200 Pharmacyclics and AbbVie research scientists, clinicians, marketing, operations and corporate professionals work in the San Francisco Bay Area. They combine their expertise in immuno-oncology, stem cells, and cell-signaling with their knowledge of bispecific antibodies, antibody-drug conjugates (ADCs), and covalent-inhibitor technologies to discover and develop novel cancer treatments. Together, we are striving to outsmart cancer.
Executive Assistant, Commercial
As a member of the Commercial team, this position supports and enhances the effectiveness of the function by supporting the Chief Commercial Officer. This role supports a broad range of executive-level administrative support duties for an extremely busy senior member of the Pharmacyclics Executive Team within a dynamic and fast-paced business environment. The successful candidate must possess the ability to stay several steps ahead and anticipate needs in the areas of responsibility. The position requires an individual who takes great pride in being a professional Executive Assistant, has previously worked and thrived in a high-pressure environment(s), ideally with C-level executives, and who will serve as a trusted employee for highly confidential and materially sensitive information held by the Chief Commercial Officer.
Represents Chief Commercial Officer to internal and external business contacts. Manages complex calendaring and scheduling needs and coordinates all logistics for domestic and international travel, including itinerary preparation and management of expense reports (using Concur).
Active contributor to Commercial Functional projects as defined through performance expectations; coordinates logistics and calendars for department events, supports efforts related to Commercial programs including scheduling meetings, arranging plans for informational events.
Acts as a liaison, solution-oriented problem solver, and facilitator as the first contact for the Commercial Leadership team and others in the department.
Works with other administrative professionals across the Company to enhance awareness and effectiveness of Commercial efforts and to facilitate effective planning and meeting scheduling.
Effectively and successfully responds to problem situations and prioritize issues.
Prepares documents in Word, Excel, Visio and PowerPoint. Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
Provides financial and analytical support across all Commercial functions through ownership of the Commercial budget requirements. This includes support in preparing the annual budget, troubleshooting and updating information as required to effectively manage financials.
Prepares and participates in the preparation of the annual budget, including gathering requirements and documentation by working with sub-function leaders.
Assists sub-functions with issues related to funds availability, fund transfers and budget compliance. Collaborate with Purchasing Leads across the to ensure full compliance with processes and procedures.
Completes required training and stays current on financial systems and processes including purchasing, budget management.
Commercial Projects & Systems
Support the Commercial team with complex administrative work that requires a high degree of confidentiality across the Function as defined through annual priorities and performance. Maintain a high level of data sensitivity and be responsible for protecting company privacy at all times and have strict adherence to confidentiality and compliance policies.
Assist in maintenance of data collection including databases and related systems.
Ensure data integrity and consistency is achieved across relevant systems.
Coordinate team members to ensure high attention to detail, data accuracy and information integrity.
Contribute to problem solving and process design efforts.
Assist with projects which implement or enhance the Commercial process and practice.
Cross-trained to provide backup support on when required.
Bachelor’s degree or equivalent experience with a focus on administrative excellence for 5+ years required
Demonstrated capability to work with discretion and tact in an environment exposed to a high level of sensitive and confidential information. Maintains confidence, protects organization and by demonstrating a high level of professionalism in dealing with confidential and sensitive issues.
Acts with sense of urgency and understands need for responsiveness on occasion after standard business hours and some weekends, as needed.
Strong organizational, problem-solving and ability to work on moderate-scope projects with minimal instruction on day-to-day work in which research and analysis may be required for supporting solutions. High attention to detail a must.
Excellent communication skills with the ability to present and explain complex problems/data clearly and concisely.
Solid understanding of MS Word, Outlook, Excel, Access, and Visio programs.
Equal Opportunity Employer Minorities/Women/Veterans/Disabled