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Executive Assistant

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Martillac, Nouvelle-Aquitaine

  1. Operations
  1. Full-time
R00133614
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Company Description

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 – immunology, oncology, neuroscience, and eye care – and products and services in our Allergan Aesthetics portfolio. For more information about AbbVie, please visit us at www.abbvie.com. Follow @abbvie on X, Facebook, Instagram, YouTube, LinkedIn and Tik Tok.


Job Description

The Executive Assistant will work as a team member and support to the Site Director in defined areas in line with all safety, HR, regulatory and organizational requirements. Support the entire site with business processes as defined. This role reports to the Site Director.

Responsibilities

  • Support the Site Director and Senior Management team in managing the day-to-day operations of the site:
    • Arranging business travel and accommodation for site personnel along with facilitating international and executive site visitors
    • Completion of travel expense reports for senior management members at site
    • SME for site on Concur travel reservation & expense reporting system.
    • Scheduling of team meetings, events, entertainment, including the provision of support
  • Assist the site director in coordinating the activities of the Senior Leadership Team (SLT) including scheduling and agenda management of relevant SLT meetings, collecting and distribution of SLT metrics, and management of action items:
    • Assist in developing spreadsheets and PowerPoint presentations for senior management team at site
    • Maintaining shared folders and on-line tools which support cross-departmental personnel
    • Assist in the creation of site reports, presentations and highlights updates as required
    • Participate in Cross Functional Teams as required e.g. Site Safety Team
  • Resource to senior managers at site to assist with ad hoc projects as required:
    • Facilitate social activities on site (meeting planification, working council preparation)
    • Participate and manage projects including working with cross functional teams
    • Schedule employee communication sessions such as the All Employee Meeting
    • Organize SLT events such as off-site training and team building activities
  •  Issuance of purchase orders for office materials and procurement of non-routine requirements of office staff:
    • Management of site stationary including order creation and payments
  • Facilitator for site wide internal communications along with first point of contact for external visitors:
    • Lead the co-ordination and agenda of important internal and external visitors, including transport, meeting rooms, catering, and restaurant bookings
    • Manage the meeting room booking system
  • Comply with all company EHS policies and procedures and demonstrate EHS best practices in all work activities
    • Follow all EHS procedures
    • Report any EHS incidents and/or Near Misses (unsafe acts and conditions) immediately to the manager
    • Attend all required EHS training and medical surveillance programs;
    • Wear PPE as required
    • Support a culture of EHS excellence by recognizing and submitting opportunities for EHS improvement to your manager and/or site EHS

    Qualifications

    • Minimum BAC+2 (BTS/DUT in Management Assistance, Executive Secretarial Studies, or equivalent).
    • Significant experience (at least 2 years) in executive assistance, ideally in the pharmaceutical industry or a laboratory, within a regulated environment.
    • Excellent organizational skills, thoroughness, discretion, and the ability to work under pressure and manage priorities.
    • Advanced proficiency in office tools (Word, Excel, PowerPoint), along with in-depth practical knowledge of email and the Internet.
    • Very good written and spoken English is essential; proficiency in another language is a plus.
    • Strong sense of communication and service, and the ability to coordinate teams and interact with various stakeholders.
    • Ability to set priorities and multitask.
    • Excellent interpersonal and communication skills.
    • High level of accuracy and great attention to detail.

    Additional Information

    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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