Executive Assistant

Job Description

As Executive Assistant, you’ll play a key role in helping the Senior Director, Finance – Allergan Aesthetics, and the wider team work effectively across a dynamic, international business. This is an opportunity to bring your organisation, initiative and judgement to a varied role—coordinating priorities across time zones, supporting leadership activities and helping deliver the meetings, events and projects that bring teams together.

Responsibilities

• Provide confidential administrative support, including preparing and circulating agendas, presentations, organisational charts and other documents.
• Manage complex calendars and meeting invitations, resolving scheduling conflicts and coordinating meetings across multiple time zones. Book meeting rooms as required.
• Coordinate leadership and departmental meetings, including preparing agendas, recording action points and distributing follow-up communications.
• Create and maintain the annual calendar in alignment with international and local country calendars.
• Support the planning and delivery of area events and initiatives, including newsletters, town halls, leadership meetings and team training.
• Coordinate international Finance Directors’ meetings and provide logistics support for country reviews, working with local country teams as needed.
• Plan and manage complex international travel in line with company policies and systems, including flights, accommodation, ground transportation and visa applications. Prepare detailed itineraries and keep calendar information up to date.
• Prepare and submit monthly expense reports.
• Manage general expenses budget, including communications, offsite events and team training. Process related purchase orders and work with Finance and relevant agencies to support accurate tracking.
• Maintain accurate email distribution lists and build effective working relationships across the wider organisation and with external contacts.
• Provide support to other business areas during peak periods or absences.
• Take personal responsibility for working ethically and in compliance with applicable laws, regulations and internal policies, handling interactions with honesty, discretion and integrity.

Qualifications

• Experience as a Administrative Assistant or similar, ideally in a fast-paced, multicultural and large international organisation.
• Experience in the pharmaceutical sector is desirable but not essential.
• Excellent organisational, coordination and communication skills, with strong attention to accuracy and detail.
• Ability to work independently, use initiative and take responsibility within defined limits, while also contributing as a team player.
• Strong interpersonal skills and the ability to communicate effectively with colleagues and senior stakeholders across a multicultural organisation.
• Ability to remain composed and effective under pressure, manage changing priorities and meet tight deadlines.
• High standards of discretion, integrity and ethical conduct.
• Excellent knowledge of Microsoft Office.
• Project management experience, including coordinating events for up to 100 people.
• Ability to travel as required to support meetings and events, primarily within the UK and approximately once a year elsewhere in Europe.
   

If you’re an experienced Executive Assistant who enjoys anticipating needs, building trusted relationships and making complex work feel seamless, this is a great opportunity to contribute to a collaborative, international team with us. You’ll have the chance to take ownership, make a meaningful difference to how the team operates and support work that contributes.

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. 

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US & Puerto Rico applicants seeking a reasonable accommodation, click here to learn more:

https://www.abbvie.com/join-us/reasonable-accommodations.html