Executive Assistant & Office Administrator

About the Role

We are seeking an experienced Executive Assistant to provide high-level administrative support to the General Manager and Human Resources function within a dynamic commercial affiliate addition to executive and HR support this role will oversee office and facilities administration and serve as the site Environmental Health and Safety (EHS) representative.

The successful candidate will be highly organized discreet proactive and able to manage multiple priorities while working with senior leaders employees vendors and stakeholders across a matrix organization.

Reports to: General Manager
People Management: None; may coordinate contractors and service providers as required

Key Responsibilities

Executive Support

• Provide proactive confidential and high-quality administrative support to the General Manager.
• Manage the General Managers calendar diary meetings and inboxes ensuring priorities are effectively coordinated.
• Manage the Affiliate Leadership Team calendar and support leadership planning.
• Schedule internal and external meetings including onsite and offsite leadership meetings.
• Prepare agendas meeting materials executive summaries presentations reports and correspondence.
• Attend Affiliate Leadership Meetings take minutes and track actions and deliverables.
• Organize internal events including All Employee Days Business Exchanges high-profile visits and other company meetings.
• Coordinate guest logistics hospitality travel arrangements and related vendor or agency support.
• Prepare and submit expenses and manage travel arrangements for the General Manager.
• Maintain accurate and comprehensive filing and record-keeping systems.
• Coordinate document signatures mailings courier services and the timely distribution of incoming mail.
• Serve as a key point of contact for internal colleagues external stakeholders vendors and service providers engaging with the General Manager.
• Support ad hoc projects led by the General Manager including monitoring timelines actions and deliverables.
• Ensure activities are conducted in accordance with company policies and applicable regulatory standards.

Human Resources Support

• Provide administrative support across a range of HR activities and initiatives.
• Track employee annual leave balances and maintain sick leave documentation and certificates.
• Own and administer the leave management system including UKG Pro.
• Support onboarding activities for new employees and assist with offboarding processes.
• Raise purchase orders and support the setup of new vendors.
• Track educational and related HR forms in shared systems in partnership with Central Services.
• Support HR projects programs and initiatives as required.
• Handle sensitive employee and business information with a high degree of confidentiality and discretion.

Office and Facilities Administration

• Oversee day-to-day office administration including office supplies mail and parcel distribution printing services confidential waste storage reception visitor access and employee badges.
• Coordinate office services workplace policies home-office equipment procurement purchase orders event payments and emergency support.
• Manage relationships with Building Management Facilities Management vendors and service providers.
• Ensure building maintenance repairs office upkeep and onsite services are delivered effectively.
• Manage facilities and catering budgets including budget monitoring payment processing and monthly performance reviews.
• Oversee the café account including daily headcount reporting campaign promotion catering support for company events service feedback and issue escalation.
• Work closely with the Central Services Team to coordinate shared administrative facilities and operational activities.

Environmental Health and Safety

• Serve as the site EHS representative and support the implementation of applicable EHS standards and requirements.
• Provide or coordinate ergonomic assessments and support employee health and safety needs.
• Coordinate mandatory safety training including driver safety first aid fire prevention and EHS onboarding for new employees.
• Conduct monthly office safety assessments and track completion of required actions.
• Maintain compliance documentation and manage annual driver declarations.
• Lead emergency preparedness activities including fire drills and onsite health and safety coverage.
• Participate in Irelands CAT Team and emergency response calls as required.
• Act as Fire Safety Officer and Fire Warden.
• Maintain regular engagement with Global EHS through meetings updates and reporting.

Qualifications :

Education

• Degree or masters qualification preferred.

Experience

• At least five years of experience in a senior administrative executive assistant office management or comparable role.
• Experience supporting senior leadership in a fast-paced complex or matrix organization.
• Experience coordinating office facilities HR or EHS-related activities is an advantage.

Skills and Competencies

• Proficiency in Microsoft Office including Word Excel PowerPoint and Outlook.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Exceptional attention to detail and accuracy.
• Demonstrated discretion and sound judgment when handling confidential information.
• Ability to anticipate needs take initiative and work independently.
• Strong interpersonal skills and the ability to build effective relationships with colleagues senior leaders vendors and external stakeholders.
• Ability to work effectively in a matrix environment and collaborate with local regional area global and Central Services teams.
• Professional service-oriented approach with a high level of accountability.
• Flexibility to support occasional events visitors contractors or emergency activities outside standard routines.

Additional Information :

Key Stakeholders

• General Manager
• Human Resources function
• Affiliate Management Team
• Central Services Team
• Local regional area and global colleagues
• Building Management and Facilities Management
• Vendors service providers agencies and other external stakeholders
• Employees and visitors

This position offers the opportunity to make a broad impact by enabling effective executive support employee services workplace operations and site safety within a collaborative affiliate environment.

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. 

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Work :

No

Employment Type :

Full-time