Executive Assistant
Share
Job Location:
Monthly Salary:
Posted on:
12 hours ago
Vacancies:
1 Vacancy
Job Summary
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 Youll 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 GMs 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)
- Leave Tracking:
- 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 POs
- 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
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 & Puerto Rico applicants seeking a reasonable accommodation click here to learn more:
No
Employment Type :
Full-time
Key Skills
- Time Management
- Microsoft Office
- Organizational skills
- Microsoft Outlook
- Microsoft Word
- Personal Assistant Experience
- Microsoft Powerpoint
- Calendar Management
- Microsoft Excel
- Administrative Experience
- Microsoft Outlook Calendar
- Google Suite
About Company
AbbVie is a global biopharmaceutical company focused on creating medicines and solutions that put impact first for patients, communities, and our world. We aim to address complex health issues and enhance people's lives through our core therapeutic areas: immunology, oncology, neuro ... View more
