Executive Assistant AA
Executive Assistant AA
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Job Description
The ideal candidate is a proactive and selfmotivated administrative professional that contributes highquality results coupled with wider business process thinking planning and input based on advance knowledge of the business. The candidate must be able to prioritize work and use an extended network to answer questions outside of areas of expertise. The ability to identify problems and relevant issues in ambiguous situations and to handle multiple demands and priorities simultaneously are key competencies.
ROLE RESPONSIBILITIES
Meeting Coordination:
- Schedules and coordinates multilevel / cross functional asset / project team meetings and logistics (e.g. video and teleconferences; uses meeting room scheduling systems).
- Creates agendas schedules appointments and issues meeting minutes when appropriate or as requested.
Travel Arrangements /Budget:
- Proactively coordinates and maintains individual and team calendars for assigned team members using initiative to ensure schedule is accurate and manageable
- Makes travel arrangements for the assigned team members
- Coordinates with administrative support to assist when traveling to other Abbvie AA offices to secure office space and security clearance at those sites.
- Prepares expense reports for approval and ensures expenses are filed correctly and comply with Abbvie AA Corporate policy. Reconcile statements against actual travel expenses.
- Follow up of operational expenses
Daily Operations:
- Uses own judgment to make decisions within scope of responsibilities. Handles complex nonroutine issues on a periodic basis with minimal direction
- Handles a variety of issues and problems with supervision and finds innovative ways to overcome obstacles and improve operations which impact completion of own work
- Anticipates the next step required to complete a request and takes appropriate action to alert supervisor (e.g. reorganizes supervisors calendar to accommodate an important meeting)
- Demonstrates expert knowledge and proficiency with SharePoint and permission maintenance Procures office supplies
- May assist with onboarding of new hires either colleague or contractor staff
- Organize and file documents for daily business needs
- Participate on Abbvie AA initiatives planning and execution (townhalls FF meetings cultural initiatives etc)
Qualifications :
- Demonstrates expert knowledge and proficiency with general office procedures such as Microsoft Office (outlook word excel PowerPoint and SharePoint)
- Proactively balances task activities and priorities for self and others
- Conducts all activities and makes decisions that are in accordance with Company policies & SOPs Abbvie AA Values & global regulatory and environmental guidelines
- Demonstrates an indepth understanding of Abbvie AA organization structure
- Bachelors degree or higher
- A minimum of 3 years of experience in an administrative support role required
- English level: Fluent written and spoken
Additional Information :
AbbVie is an equal opportunity employer and is committed to operating with integrity driving innovation transforming lives serving our community and embracing diversity and inclusion. It is AbbVies policy to employ qualified persons of the greatest ability without discrimination against any employee or applicant for employment because of race color religion national origin age sex (including pregnancy) physical or mental disability medical condition genetic information gender identity or expression sexual orientation marital status status as a protected veteran or any other legally protected group status.
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US & Puerto Rico applicants seeking a reasonable accommodation click here to learn more:
Remote Work :
No
Employment Type :
Fulltime
Employment Type
Full-time
