Executive Administrative Assistant

PURPOSE STATEMENT 

Acts as a strategic partner and essential pillar of administrative support for the Site General Manager. This position plays a critical role in ensuring operational efficiency by facilitating the coordination of high-impact activities managing confidential information and enabling an effective flow of communication between site leadership global teams and external stakeholders.

MAJOR RESPONSIBILITIES 
Manage and optimize the Site General Managers agenda proactively coordinating and prioritizing local regional and global meetings while anticipating and resolving issues.
Ensure comprehensive preparation for each executive meeting or event by promptly preparing agendas briefings and working materials.
Plan and coordinate in full the visits of AbbVie global executives to the site including activity agendas plant tours transportation logistics lodging and protocol arrangements.
Manage the logistics of local and international leadership travel including reservations visas itineraries and compliance with AbbVie policies while quickly resolving any issues that arise.
Process control and follow up on expense reports for the Site General Manager using the appropriate corporate tools (SAP Concur or equivalent).
Coordinate with the relevant department the management of invoices purchase orders and administrative approvals.
Provide concierge-level support to assigned areas or departments acting as the main point of contact to facilitate requests and ensure excellent internal service.
Collect report and manage key metrics for established business processes when required.
Execute strategic deliverables (communications and presentations) and follow up on action plans to ensure the executive teams operational efficiency.
Actively collaborate in the organization of Town Halls mass communication events for plant staff coordinating logistics presentations and audiovisual equipment.
Manage highly confidential information related to business results strategic decisions personnel matters and regulatory data with absolute discretion and professional ethics.
Support the coordination of special site events organizational culture activities Employee Resource Group (ERG) events plant tours etc.

Qualifications :

EDUCATION 

University bachelors degree in Business Administration Public Relations or a related field.

EXPERIENCE

Minimum 5 years of experience in administrative assistant roles at senior management or executive level.
Previous experience in manufacturing medical devices pharmaceutical or regulated industries is preferred.
Experience with expense management tools (SAP Concur or equivalent) and ERP systems will be an advantage.

SKILLS

Advanced English (spoken and written) required.

Advanced proficiency in Microsoft Office: Word Excel PowerPoint Outlook among others.
Ability to prepare high-impact visual presentations and executive documents with excellent writing and spelling.
High discretion professional ethics and confidentiality in handling sensitive and strategic information.
Strong organizational skills multitasking ability and efficient prioritization in dynamic high-demand environments.

Additional Information :

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