Assistant Office Management

The Management Assistant is an integral part of the Office Management team of AbbVie Logistics, whose key objectives are to provide dedicated supports the local Management Team, as well as support with the general and administrative operations, activities and events of the organisation.

Primary Roles and Responsibilities

Management Team Assistance

• Providing dedicated administrative and organizational support to 3 to 6 members of the Management Team directly or through collaboration with the rest of the Office Management team. The support primarily consists of:
  • document management (documentation copying, scanning, filing, notarization, retention and disposal)
  • correspondence
  • calendar support and maintenance
  • organizing travel and accommodation arrangements (incl. taxi, train, flight, visa, accommodation, agenda, etc.)
  • basic support for management reporting (maintenance of organizational charts & other report consolidation, distribution, etc.)
  • administration of shopping cart requests, confirmation of service receipts, etc. 
  • Expense reporting
  •  purchase and maintenance of office supplies and consumable
• Organizing internal and external meetings and events, incl. invitations, agendas, bookings of venues, catering, transportation, hospitality and entertainment, taking minutes and note action/decision points including timelines and action owners, etc.    

Office Management Assistance   

As part of the Office Management team, contributing to achieve the team’s commitments and objectives, as well as supporting the team’s initiatives such as:

• Maintenance and update of Narrowcasting and its contents
• Maintenance of the bike fleet incl. tracking of usage and return of company’s bikes
• Support of VLOG’s Leadership team initiatives (External and Internal Visibility, Pipeline, Business Review; SAP/LKU Community, etc.)
• Initiating, contributing and supporting (improvement) projects and initiatives
• Ensuring adequate level of office supplies for the departments, in a cost-effective manner
• Coordination with the (external) reception desks of the building in terms of office access, use of common areas and parking, visitor access (badges), etc.
• Supporting Environment, Health and Safety initiatives and activities
• Mail and confidential documentation handling, retention and disposal
• Organizing internal and external meetings and events, incl. invitations, agendas, bookings of venues, catering, transportation, hospitality and entertainment, taking minutes and note action/decision points including timelines and action owners, etc.
• Coordination and executions of elements of the onboarding program for new employees
•  Maintenance of mailing lists, and access rights to shared storage systems and locations

• Bachelor’s degree or equivalent based on work experience
• Secretarial courses completed
• Demonstrable experience in a similar role within a fast-paced, international environment
• Good understanding of the business processes and requirements
• Excellent knowledge of Dutch and English spoken and written
• Good knowledge of MS Office
• High level of integrity
• Proactive and independent, stress-resistant and honest, positive mindset
• Ability to prioritize tasks and handle various tasks as once
• Customer focus (internal & external)
• You have a right to work in Netherlands

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 AbbVie’s 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.

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