Executive Assistant to General Manager

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.

Supports the General Manager of AbbVie Austria and Affiliate Leadership team as needed, in all business and organizational activities. Proactively utilizing an understanding of the business context and conflicting priorities to ensure efficient and timely delivery of all tasks. These include the ability to easily build connections with internal and external stakeholders, complex diary management, meeting co-ordination across multiple time zones, presentation support, travel planning, expenses and ad hoc projects as required.

Key Responsibilities

• Schedule, organize and attend international and local leadership team meetings, coordinating agenda’s, documenting, and circulating action points.
• Preparation and circulation of documents including agendas, presentations and organizational charts.
• Creation and ownership of the annual Affiliate Calendar in alignment with the AREA and local country calendars.  
• Ownership of the general Affiliate budget related to generic affiliate spend – communications, offsite events, team training, “Bring your Family & Friends Day” 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 Affiliate- and Leadershipteam in order to support day to day operational tasks efficiently, with minimum supervision.
• Provide assistance to other business areas in peak periods or absence e.g., vacation cover for Market Access Coordinator
• Ability to easily build connections with external stakeholders and external executive assistants
• Build and maintain relationships both externally and internally within the wider organization to ensure effective communication and efficient implementation of departmental activities. 
• Manage all incoming meeting invites and ensure any conflicting appointments are rescheduled.
• Schedule meetings across multiple time zones.
• Book meeting rooms as required.
• Work with the General Manager and the AMT 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., AbbDate Newsletter, Employee Townhalls, Business Exchanges and Leadership Meetings & Events, etc.
• Organize, book and manage complex international travel requirements for the General Manager in accordance with company policy and systems. 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. 
• Preparation and submission of monthly expense reports.
• Accurately maintain multiple email distribution lists across the business.

Experience and Qualifications

Desirable Executive Assistant experience within fast moving, multi-cultural, large international companies. Experience within the pharmaceutical sector, is not essential.

Skills

• Excellent organizational, co-ordination and communication skills in German and English are a must
• Exhibition of high business ethics standard in dealing with internal and external stakeholders, including dealing with others honestly and openly.
• A team player with a strong ability to work on their own initiative
• Reliable, accurate and precise
• A dynamic self-starter with a natural ability to work under pressure in rapidly changing environment within tight deadlines 
• Strong interpersonal skills. Adept at communicating effectively at all levels of the organization, especially senior executive level contacts in a multi-cultural environment
• Work to high ethical standards with discretion and integrity
• Ability to accept responsibility and be proactive
• Excellent knowledge of Microsoft Office
• Project management experience of coordinating events (up to 200 people)
• Ability to travel to support meetings/events as needed.

As an employer, we value diversity and help people develop their potential and strengths, realize their ideas and seize opportunities. The job ad is aimed at all people equally, regardless of age, skin color, religion, gender, sexual orientation or origin. For legal reasons, we are obliged to point out that the minimum salary for this position under the collective agreement is € 2.392,-- gross per month. However, our attractive salary packages are based on current market salaries and are therefore well above the stated minimum salary.

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 

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