Executive Assistant

Allergan Aesthetics; Rungis; Hybride; EUR 40 000 - 80 000; Plein temps

Résumé du poste

An established industry player is seeking a skilled Executive Assistant to support leadership in a dynamic environment. This role involves managing administrative tasks, coordinating meetings across time zones, and organizing events. The ideal candidate will possess extensive experience in executive support, particularly within large international companies. You'll be part of a collaborative team that values work-life balance, offering flexibility to work from home up to two days a week. Join us to make a significant impact while enjoying a supportive workplace culture that promotes integrity and innovation.

Prestations

Work from home up to 2 days a week

Diverse and collaborative team environment

Work-life balance initiatives

Qualifications

• Extensive Executive Assistant experience in large international companies.
• Experience in the pharmaceutical sector is desirable.

Responsabilités

• Provide confidential administrative support to the Head of Department.
• Manage complex travel arrangements and prepare expense reports.
• Coordinate events and maintain effective communication across teams.

Connaissances

Microsoft Office

Project management

Fluent in English

Organizational skills

Communication skills

Description du poste

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 agenda’s, 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, co-ordination and communication skills

Additional Information

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.

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.