executive assistant Marlow, England
Job description
Senior Executive Assistant to Area President (Western Europe & Canada)
Supports the Head of WEC (Western Europe & Canada), and WEC Area team as needed, in all business and organisational activities. Proactively utilising an understanding of the business context and conflicting priorities to ensure efficient and timely delivery of all tasks. These include complex diary management, meeting co-ordination across multiple time zones, presentation support, travel planning, expenses and ad hoc projects as required.
Key Responsibilities
Confidential administrative support
- Assist in the preparation and circulation of documents including agendas, presentations and organizational charts.
- Creation and ownership of the annual WEC Calendar in alignment with the international and local country calendars.
- Schedule and attend leadership team and department meetings, coordinating agenda’s, documenting, and circulating action points.
- Ownership of the area budget related to generic area spend – communications, offsite events, area team training 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 team 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 the EA to VP, IMCO.
- Build and maintain relationships both externally and internally within the wider organisation to ensure effective communication and efficient implementation of departmental activities.
Outlook calendar schedules
- Manage all incoming meeting invites and ensure any conflicting appointments are rescheduled.
- Schedule meetings across multiple time zones.
- Book meeting rooms as required.
Events and ad hoc projects
- Work with the Head of WEC and the PMO 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., Area newsletter, Area Townhalls, Area Leadership Meetings & Events, etc.
Travel arrangements
- Book and manage complex international travel requirements in accordance with company policy and systems via the corporate travel agency. 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.
Expenses
- Preparation and submission of monthly expense reports.
Distribution Lists
- Accurately maintain multiple email distribution lists across the business.
Compliance and integrity
- You will be responsible for conducting your activities on behalf of the company, consistent with a high standard of business ethics and in compliance with the laws and regulations that govern our activities. Your obligation encompasses the following:
- Takes personal responsibility for and demonstrates a high level of understanding of and adherence to the applicable internal policies.
- Exhibits high business ethics standard in dealing with internal and external stakeholders, including dealing with others honestly and openly.
Experience and Qualifications
Extensive senior EA experience within fast moving, multi-cultural, large international companies. Experience within the pharmaceutical sector, whilst not essential, is desirable.
Skills
- Excellent organizational, co-ordination and communication skills
- 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 organisation, 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 pro-active within defined limits
- Excellent knowledge of Microsoft Office
- Project management experience of coordinating events (up to 100 people)
- Ability to travel to support meetings/events as needed.
#LI-AA
AbbVie is an equal opportunity employer including disability/vets. 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 disabled veteran, recently separated veteran, Armed Forces service medal veteran or active duty wartime or campaign badge veteran or a person’s relationship or association with a protected veteran, including spouses and other family members, or any other protected group status. We will take affirmative action to employ and advance in employment qualified minorities, women, individuals with a disability, disabled veterans, recently separated veterans, Armed Forces service medal veterans or active-duty wartime or campaign badge veterans. The Affirmative Action Plan is available for viewing in the Human Resources office during regular business hours.
