Administrative & Concierge Assistant

Provide high-quality proactive and timely administrative and concierge support to site leadership and shared services functions. This position is responsible for ensuring efficient day-to-day administrative operations supporting meetings travel events reporting office coordination and Concierge/Accounts Payable activities as needed. The role must project a positive image of the organization to internal and external customers and act with a strong sense of urgency discretion and service excellence.

MAJOR RESPONSIBILITIES

• Provide administrative support to the local team and visitors.
• Manage the creation replacement and withdrawal of office badges.
• Manage visitor control and assign visitor parking spaces.
• Maintain inventory of office and audiovisual supplies for administrative areas.
• Update information required for the corporate and site calendars.
• Coordinate audiovisual resources supplies food and beverage and meeting room setup as needed.
• Manage calendars schedule meetings and coordinate related logistics for leadership meetings.
• Prepare meeting minutes and distribute them as appropriate.
• Coordinate domestic and international travel arrangements.
• Coordinate event logistics for site and corporate activities.
• Compile update and distribute operational reports as assigned.
• Provide personalized administrative support to the OneHUB Business Services Site Lead and other leadership as required.
• Process requests for checks and purchase orders for assigned management areas.
• Support compliance through appropriate strategies internal controls communication and required training.
• Report to the OneHUB Business Services Finance Manager for Concierge work including day-to-day accounts payable operations purchase order administration invoice processing payment support vendor coordination and reporting activities.
• Assist with corporate card processing electronic invoicing vendor master support and month-end close activities.
• Perform other ad hoc Concierge-related tasks as assigned.

Qualifications :

• Bachelors degree in a relevant field (such as but not limited to) Business Administration Finance Administrative Assistance or Bilingual Secretarial Studies.
• English language proficiency at B2 level or above.
• Minimum of 3 years of experience as an Executive/Administrative Assistant or Customer Service support role.
• Experience in Concierge and Accounts Payable is a plus.
• Proficiency in Microsoft Office especially PowerPoint and Excel and working knowledge of Outlook.
• Strong organizational documentation and calendar management skills.
• Customer orientation communication and relationship-building skills.
• Ability to manage multiple priorities with urgency discretion and attention to detail.
• Strong service mindset and ability to support diverse stakeholders in a dynamic environment.

Additional Information :

At AbbVie we are committed to cultivating a workplace culture that promotes inclusion diversity and personal growth. We recognize that our collective success is based on the individual well-being of our employees which is why we have designed a benefits package that considers every aspect of their lives.

• Health Insurance: Offered to all regular salaried employees and their respective legal dependents. Participation is voluntary and completely free of charge for the employee.
• Life Insurance: Fully company-paid life insurance at no cost for employees.
• Dental Insurance: The dental plan is part of the Palig medical plan for salaried employees and legal dependents.
• Statutory Vacation Days: 12 days per year.
• Seniority Days Off: Additional day per year of service up to 10 additional days.
• Birthday day off
• Marriage Leave: 2 days.
• Bereavement Leave: Up to 3 days depending on degree of consanguinity.
• AbbVie Excellence Awards
• AbbVie Incentive Plan (AIP): According to Corporate Guidelines.
• Asociacion Solidarista (Saving Fund): Employee voluntarily contribute 5% of their monthly salary. The company also contributes a 5% of the employees salary.
• EAP: Counselors are available 24/7 and provide support in different life events.
• Company doctor

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  & Puerto Rico applicants seeking a reasonable accommodation click here to learn more:

Work :

No

Employment Type :

Full-time