Executive Assistant

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 Twitter, Facebook, Instagram, YouTube and LinkedIn.

Job Description

Purpose Statement

To provide administrative support to the North Africa General Manager. Manage, coordinate, document and follow up with the North Africa General Manager on meetings/ events organization and support cross functional processes follow up. Provide project management support to the General Manager on key projects.

Major Responsibilities:

• Supports in a dedicated way the North Africa General Manager with secretarial,

administrative, organizational, and travelling requests. Maintains and manages calendars, including event, meeting and travel scheduling and domestic and international travel arrangements.

• Organizes meeting and events for North Africa Leadership Team (monthly meeting, …), organizing internal and external meetings and take care of the operational elements (booking of rooms, minutes, monitoring progress of actions).

• Assists on documentation and files management, ensures documents are filed accurately and timely, and official documents are renewed timely

• Provides project management support to the General Manager on key projects, including action item tracking, organization and communication of team materials (e.g. meeting minutes, Sharepoint sites, etc.).

• Applies basic project management principles and techniques to the coordination and completion of assigned goals and tasks. Prioritize tasks with effective use of time.

• Compiles and provides routine standard reports on a monthly and ad hoc basis. Proactively address conflicting, incorrect, insufficient, or inappropriate information prior report publication. Assist with collection and analysis of project and process data and metrics. Apply basic project management tools for metrics collection. Participate in the development of guidelines and checklists.

• Interacts with employees, managers and Directors in support of project coordination.

• Assesses performance against plans, processes, and practices to determine effectiveness and recommend areas for process improvement to Managers and Directors.

• Establishes and maintains strong network within department and external clients.

• Ensures timely flow of communication and continually updates manager and group regarding project(s) in order to manage expectations. With some oversight, exercises appropriate judgment to efficiently progress deliverables using formal channels and informal networks, key policies, procedures, and are consistent with the organization’s culture.

Qualifications

• Bachelor’s degree required, preferably in a technical, or project management related discipline.

• Minimum 3 to 5 years of executive assistant related experience with an experience providing support to GM level or equivalent

• Experience in pharmaceutical industry is preferred

• English & French fluency both verbal and written

• Advanced knowledge of Microsoft Office Suite, Outlook, Virtual meeting platforms (Microsoft teams, Zoom etc.) understanding of business processes and requirements

• Strong planning and organization skills

• Self-starter, able to function at a high level with general instruction, has a proactive approach

• Must be self-directed and work well in a team environment, be able to work on multiple projects concurrently and meet commitments, possess excellent oral and written communication skills, be process-oriented, convert goals to tasks and define estimates on time and requirements to achieve goal objectives, and demonstrate initiative.

• Adaptable, deals with ambiguity, learns quickly, flexible and can change course quickly when needed

• Professional demeanor and ability to maintain confidentiality

Additional Information

Key Stakeholders:

Internal Stakeholders: North Africa GM, Affiliate Management Team, Brand Teams, Region and Area colleagues, Finance, ….

External Stakeholders: Customers, travel agencies, suppliers,

AbbVie 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.