Executive Administrative Assistant
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Heredia, Heredia Province
- Operations
- Hybrid
- Full-time
About AbbVie
AbbVie's mission is to discover and deliver innovative medicines and solutions that solve serious health issues today and address the medical challenges of tomorrow. We strive to have a remarkable impact on people's lives across several key therapeutic areas including immunology, oncology and neuroscience - and products and services in our Allergan Aesthetics portfolio. For more information about AbbVie, please visit us at www.abbvie.com. Follow @abbvie on LinkedIn, Facebook, Instagram, X and YouTube.
PURPOSE STATEMENT
Acts as a strategic partner and essential pillar of administrative support for the Site General Manager. This position plays a critical role in ensuring operational efficiency by facilitating the coordination of high-impact activities, managing confidential information, and enabling an effective flow of communication between site leadership, global teams, and external stakeholders.
MAJOR RESPONSIBILITIES
• Manage and optimize the Site General Manager’s agenda, proactively coordinating and prioritizing local, regional, and global meetings while anticipating and resolving issues.
• Ensure comprehensive preparation for each executive meeting or event by promptly preparing agendas, briefings, and working materials.
• Plan and coordinate in full the visits of AbbVie global executives to the site, including activity agendas, plant tours, transportation logistics, lodging, and protocol arrangements.
• Manage the logistics of local and international leadership travel, including reservations, visas, itineraries, and compliance with AbbVie policies, while quickly resolving any issues that arise.
• Process, control, and follow up on expense reports for the Site General Manager using the appropriate corporate tools (SAP Concur or equivalent).
• Coordinate with the relevant department the management of invoices, purchase orders, and administrative approvals.
• Provide concierge-level support to assigned areas or departments, acting as the main point of contact to facilitate requests and ensure excellent internal service.
• Collect, report, and manage key metrics for established business processes when required.
• Execute strategic deliverables (communications and presentations) and follow up on action plans to ensure the executive team’s operational efficiency.
• Actively collaborate in the organization of Town Halls, mass communication events for plant staff, coordinating logistics, presentations, and audiovisual equipment.
• Manage highly confidential information related to business results, strategic decisions, personnel matters, and regulatory data with absolute discretion and professional ethics.
• Support the coordination of special site events, organizational culture activities, Employee Resource Group (ERG) events, plant tours, etc.
EDUCATION
• University bachelor’s degree in Business Administration, Public Relations, or a related field.
EXPERIENCE
• Minimum 5 years of experience in administrative assistant roles at senior management or executive level.
• Previous experience in manufacturing, medical devices, pharmaceutical, or regulated industries is preferred.
• Experience with expense management tools (SAP Concur or equivalent) and ERP systems will be an advantage.
SKILLS
• Advanced English (spoken and written) – required.
• Advanced proficiency in Microsoft Office: Word, Excel, PowerPoint, Outlook, among others.
• Ability to prepare high-impact visual presentations and executive documents with excellent writing and spelling.
• High discretion, professional ethics, and confidentiality in handling sensitive and strategic information.
• Strong organizational skills, multitasking ability, and efficient prioritization in dynamic, high-demand environments.
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
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Pay Range: $
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Where We Work
Role is primarily site- or office-based but can occasionally be performed remotely. Employees who are site/office-based and can occasionally perform their role virtually work both in the office and remotely*, following the policies and regulations in place at their location. US Employees must be in the office on Tuesday, Wednesday, and Thursday with flexibility to work remotely on Mondays and Fridays. Three days in the office is the minimum; some individuals or teams may require more in-office days due to meetings, business/project needs or their role.