Senior Administration Assistant

AbbVie is currently seeking a detail-oriented and proactive Senior Administrative Assistant for a 12 month Max Term Contract opportunity based in Mascot before relocating to the Sydney CBD in Q4 2026. This position provides comprehensive administrative support to the Value & Access and External Policy (ExPo) teams including managing calendars travel arrangements and expense reports for two Senior Directors processing purchase orders and invoices and coordinating internal and external events.

The ideal candidate will bring strong attention to detail excellent communication skills and a collaborative people-focused approach with the ability to thrive in a fast-paced environment while ensuring adherence to relevant finance legal and regulatory policies.

KEY DUTIES AND RESPONSIBILITIES

• Provide general administrative assistance and support to the Value & Access Team and the ExPo team
• Assist the V&A and ExPo teams in the coordination of agreements/other business communications and ensuring that all legal documents are retained and logged according to relevant policies and processes
• Raise purchase requests and process invoices through accounts payable systems to meet Finance and Operations timelines.
• Collate store and/or submit any documentation relating to payments (ie. Invoices contracts and agreements) to ensure unwavering adherence to relevant finance/regulatory policies and standards.
• Maintain knowledge and skills of support tools used to perform this role efficiently and effectively.
• Assist the V&A and ExPo teams in the organisation of events internal and external training sessions and other meetings as required
• Coordinate the onboarding of new employees (equipment training schedule schedule meet & greets etc.) to ensure all employees are made to feel welcome and set-up for success. 
• Support the V&A Director and Director of External Affairs with their agenda travel booking arrangements and expense reports
• Lead the administrative elements of the annual Week of Possibilities volunteering event
• Participate in/coordinate special projects as required
• Identify and propose solutions for process improvements
• Role model AbbVie Ways We Work and company culture
• Support reimbursement compilation and editing and inputting submission into HPP
• Monitor HPP and circulate communications to relevant Value & Access team members
• Collate and validate government rebate invoices and price disclosure requirements
• Support for All Employee Meetings room bookings and catering.
• Manage the administrative processes for Week of Possibilities and ad hoc volunteering administration requests e.g. processing matched donations paperwork 
• Coordinate material development including liaising with the agencies printing distribution updating materials re-approvals/ withdrawals and inventory to support internal and external events
• Report any adverse event within 24 hours as per AbbVies policies and procedures.
• Proactively participate in AbbVies WHS programs adhere to policies and promote a safe work environment at all times.
• Adhere to AbbVies internal codes of conduct and compliance processes.
• Other ad hoc duties as requested.

Qualifications :

• Experience working with C-suite executives within a multinational matrix organisation 
• Proficient IT skills including Microsoft Office Skills (Word Excel Powerpoint Teams SharePoint OneDrive) CTE/Concur VEEVA Promomats
• Highly organised and able to prioritise
• Solution focused and able to work independently within an activity-based work environment
• Collaborativeteam player
• Attention to detail and fast learner
• Excellent verbal and written communication skills
• Able to work in a fast-paced environment can do attitude
• People oriented

Flexibility and Availability: In line with Australias Right to Disconnect legislation we recognise and respect employees right to refuse contact outside of their working hours unless such refusal is deemed unreasonable. As we operate in an international matrixed environment there may be occasions where your role requires participation in business meetings outside of standard hours. We value and support flexibility and appreciate your willingness to occasionally accommodate these requests to ensure effective collaboration and communication within our global team.

Additional Information :

WAYS WE WORK

• All For One Abbvie; We weigh all decisions against the common good. We inspire share and create as a team. We solve problems for all rather than serving our immediate team.
• Decide Smart & Sure; We make intelligent decisions to create the best outcomes. We act quickly embrace experimentation and learn what doesnt work and get on to what does.
• Agile & Accountable; We streamline and eliminate unnecessary obstacles. We plan but adapt as we go. We delegate and make tough decisions to ensure focus on results staying keenly aware of the urgency in all we do.
• Clear & Courageous; Open honest candid dialogue is core to our work and how we act with each other. We share information freely and continuously to find solutions. We admit mistakes. We grow stronger by putting the courage of our conviction to the test.
• Make Possibilities Real; We question with endless curiosity. Were never satisfied with good enoughpatients depend on us to deliver more. We challenge ourselves to find creative constructive solutions to turn possibilities into reality.

CODE OF CONDUCT & BUSINESS INTEGRITY STATEMENT

• AbbVie is committed to observing high integrity and ethical standards in all its business dealings with our customers with each other business partners and suppliers. 
• AbbVie as a responsible corporate citizen will adhere to these standards as well as to local national and international laws. 
• All AbbVie employees are responsible for maintaining the Companys reputation for conduct in accordance with the highest level of business integrity ethics and compliance with the law. 
• Soliciting and/or accepting/attempting/offering bribes or any illegal gratification is therefore cause for immediate dismissal. 
• AbbVie is committed to operating with integrity driving innovation transforming lives serving our community and embracing diversity and inclusion. 

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