Company Description

AbbVie's mission is to discover and deliver innovative medicines and solutions that solve serious health issues today and address the medical challenges of tomorrow. We strive to have a remarkable impact on people's lives across several key therapeutic areas – immunology, oncology, neuroscience, and eye care – and products and services in our Allergan Aesthetics portfolio. For more information about AbbVie, please visit us at www.abbvie.com. Follow @abbvie on X, Facebook, Instagram, YouTube, LinkedIn and Tik Tok.

Job Description

Are you a highly organized, proactive professional seeking to make an impact in a dynamic, fast-paced commercial affiliate environment? We are seeking an experienced Executive Assistant to provide high-level administrative support to our General Manager and HR function.

About the Role: The Executive Assistant provides high-level administrative support to the General Manager and HR function, ensuring efficient office operations in a dynamic commercial affiliate environment. This role requires discretion, strong organizational skills, and the ability to manage multiple tasks for senior leadership.

What You'll Do:

Provides support to General Manager, including but not limited to:

Meetings:Scheduling Leadership Meetings (onsite and offsite)Preparing agendas and taking minutes for Affiliate Leadership MeetingsPreparing communications for Meetings, distributing executive summaries as requiredOrganizing internal meetings (e.g. All Employee Day, Business Exchange)Liaising with external agencies and vendors, as neededPlanning high-profile visits or events, including guest logisticsArranging hospitality requirements, as neededDiary Management:Proactive organization of GM Calendar and diary (one-to-ones, team meetings, internal and external)Managing GM’s email inboxes and prioritizing messages, as neededManaging ALT calendarTravel & Expenses:Responsible for Travel Arrangements for GMResponsible for organizing and submitting expenses for GMDocumentation & Record Keeping:Developing and maintaining a comprehensive record / filing systemPreparation of presentations, reports, and correspondence, ensuring confidentiality and accuracyEnsuring GM activities comply with company policies and regulatory standardsCollecting all incoming mail and delivering promptlyArranging for signing of documents and arranging posting/courier as requiredPoint of Contact:Vendors and office administrationInternal Local, Area, Regional and Global colleaguesExternal parties engaging with GMHandles ad-hoc projects led by GM, responsible for tracking project timelines and deliverablesProvides HR Support across all areas of HR, including but not limited to:Leave Tracking:Tracking annual leave balance for employeesMaintain sick leave certificatesOwner of leave management system (UKGPro)During Organization changes responsible for:Maintaining Job Descriptions for all employees (new/role change) in a compliant mannerMaintaining organizational chartsInforming QA of organizational changes quarterlyProviding support to new employees during onboarding and involved in offboarding activitiesAdministration support:Responsible for raising PO’sSetting up new vendorsTracking Educational formsHandles HR Projects and initiatives

Confidentiality & Discretion: Acting as trusted gatekeeper for sensitive and confidential information

Works closely with the Central Services Team in several areas of responsibility

 

Qualifications
Degree or Masters preferred.Minimum 5 years’ experience in a senior administrative role, supporting leadership/executive teams.Advanced proficiency across Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).Outstanding organizational, multitasking, and prioritization abilities.Exceptional written and verbal communication skills.Meticulous attention to detail and professional integrity.Proven ability to build productive relationships across a matrixed and global environment.Able to work independently and handle confidential information with discretion.
Additional Information

If you thrive in a high-energy environment and are ready to support executive operations at the highest level, apply now to join our team!

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