Executive Assistant

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.

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 Meetings
  • Preparing communications for Meetings, distributing executive summaries as required
  • Organizing internal meetings (e.g. All Employee Day, Business Exchange)
  • Liaising with external agencies and vendors, as needed
  • Planning high-profile visits or events, including guest logistics
  • Arranging hospitality requirements, as needed
• Diary 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 needed
  • Managing ALT calendar
• Travel & Expenses:
  • Responsible for Travel Arrangements for GM
  • Responsible for organizing and submitting expenses for GM
• Documentation & Record Keeping:
  • Developing and maintaining a comprehensive record / filing system
  • Preparation of presentations, reports, and correspondence, ensuring confidentiality and accuracy
  • Ensuring GM activities comply with company policies and regulatory standards
  • Collecting all incoming mail and delivering promptly
  • Arranging for signing of documents and arranging posting/courier as required
• Point of Contact:
  • Vendors and office administration
  • Internal Local, Area, Regional and Global colleagues
  • External parties engaging with GM
• Handles ad-hoc projects led by GM, responsible for tracking project timelines and deliverables
• Provides HR Support across all areas of HR, including but not limited to:
  • Leave Tracking:
    • Tracking annual leave balance for employees
    • Maintain sick leave certificates
    • Owner of leave management system (UKGPro)
• During Organization changes responsible for:
  • Maintaining Job Descriptions for all employees (new/role change) in a compliant manner
  • Maintaining organizational charts
  • Informing QA of organizational changes quarterly
  • Providing support to new employees during onboarding and involved in offboarding activities
• Administration support:
  • Responsible for raising PO’s
  • Setting up new vendors
  • Tracking Educational forms
• Handles 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

• 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.

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