Executive Assistant

Company Description

AbbVie's mission is to discover and provide innovative therapies and solutions that address today's serious diseases and meet the medical challenges of tomorrow. We strive to make a remarkable impact on patients' lives in several key therapeutic areas: immunology, ophthalmology, oncology, neuroscience, and virology, as well as in aesthetic medicine with products and services from our Allergan Aesthetics portfolio.

For more information about AbbVie: www.abbvie.com - www.abbvie.fr. Follow @abbvie on LinkedIn, X (ex Twitter) et YouTube.

Job Description

AbbVie HQ Europe is now looking for an Executive Assistant, reporting to the Head of Department within our headquarters Europe.

Please note, the ability to travel in support of meetings/events may be requested.

The principal responsibilities will be:

Confidential administrative support

• Assist in the preparation and circulation of documents including agendas, presentations and organizational charts.
• Creation and ownership of the annual HQ EU Calendar in alignment with the regional, international and local country calendars.
• Schedule and attend leadership team and department meetings, coordinating agendas, documenting, and circulating action points.
• Ownership of the Head of Department budget related to generic area spend – communications, offsite events, area team training etc. Management of related purchase orders, liaising with relevant agencies and working closely with finance to ensure accurate tracking.
• Establish a good working knowledge of the business, products, and members of the team to support day-to-day operational tasks efficiently, with minimum supervision.
• Assistance to other business areas in peak periods or absence e.g., vacation cover for the events management.
• Build and maintain relationships both externally and internally within the wider organization to ensure effective communication and efficient implementation of departmental activities.

Outlook calendar schedules

• Manage all incoming meeting invites and ensure any conflicting appointments are rescheduled.
• Schedule meetings across multiple time zones.
• Book meeting rooms as required.

Events and ad hoc projects

• Work on ad hoc projects and tasks in an innovative way. Using personal initiative and independence as much as possible, to achieve given objectives within tight deadlines e.g., Area newsletter, Area Townhalls, Area Leadership Meetings & Events, etc.

Travel arrangements

• Book and manage complex international travel requirements in accordance with company policy and systems via the corporate travel agency. These include flights, hotels, ground transport (hire cars, car parking, taxis) COVID requirements and visa applications.
• Provide detailed travel itineraries and ensure all information is updated in the calendar.
• Liaise with the local country team with regards to country reviews, offering the area team some logistics support.

Expenses

• Preparation and submission of monthly expense reports for the Head of Department, Distribution Lists.

• Accurately maintain multiple email distribution lists across the business.

Compliance and integrity

You will be responsible for conducting your activities on behalf of the company, consistent with a high standard of business ethics and in compliance with the laws and regulations that govern our activities. Your obligation encompasses the following:

• Takes personal responsibility for and demonstrates a high level of understanding of and adherence to the applicable internal policies.
• Exhibits high business ethics standard in dealing with internal and external stakeholders, including dealing with others honestly and openly.

Qualifications

Our Leadership team is looking for a professional with extensive Executive Assistant experience within fast moving, multi-cultural, large international companies. Experience within the pharmaceutical sector, whilst not essential, is desirable.

Required Knowledge and Skills

• Excellent knowledge of Microsoft Office
• Project management experience of coordinating events (up to 100 people)
• Fluent in English

Required Abilities

• Excellent organizational, coordination and communication skills

Additional Information

Whatever your area of expertise: medical, regulatory, market access, human resources, legal, marketing, communication... at AbbVie, you will find exciting challenges and opportunities to explore new career paths.

From a practical point of view and daily work life: currently located in Rungis, the headquarters of AbbVie France will be relocated to 11 Bd de la République, 92100 Boulogne-Billancourt by the end of 2025. The new premises along the Seine will host the France and Europe teams, both therapeutic and aesthetic, in two newly renovated seven-story buildings within a campus of four buildings.

Each floor will be equipped with meeting rooms and relaxation areas to promote collaboration and informal exchanges. The premises will also have outdoor spaces, including a green inner courtyard and a private rooftop with a view of the Seine, exclusively for AbbVie employees.

Numerous services will be offered on-site: car and motorcycle parking with electric charging stations, bicycle storage, company restaurant, gym, and concierge service.

Located in a dynamic and lively district with many amenities, our future offices will be easily accessible by public transports with subway line 9, RER C, and buses 126, 189 and 289 stations nearby.

Since 2015, AbbVie has been recognized as a Great Place to Work. We are in the top 5 companies where it is good to work. We are also one of the few companies to be awarded the “Best Workplace for Women” award, which recognizes the ability of companies to take into account major societal issues such as gender equality.

At AbbVie, we value work-life balance. We offer the possibility to work from home up to 2 days a week, according to the modalities defined in our collective agreement. Join us to be part of a diverse and collaborative team.

Find more information about benefits at AbbVie France by clicking here: https://www.abbvie.fr/rejoindre-abbvie/la-vie-chez-abbvie/avantages.html

You can find us at www.abbvie.com - www.abbvie.fr. Follow @abbvie on LinkedIn, X (ex Twitter) et YouTube.

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 https://www.abbvie.com/join-us/equal-employment-opportunity-employer.html

US & Puerto Rico applicants seeking a reasonable accommodation, click here to learn more:

https://www.abbvie.com/join-us/reasonable-accommodations.html