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Executive Assistant to General Manager
vor 1 Monat
Support the General Manager of AbbVie Austria and Affiliate Leadership team in all business and organizational activities. Utilize an understanding of the business context and conflicting priorities to ensure efficient and timely delivery of tasks. These include building connections with internal and external stakeholders, complex diary management, meeting coordination, presentation support, travel planning, expenses, and ad hoc projects.
Key Responsibilities- Schedule and organize international and local leadership team meetings, coordinating agendas, documenting, and circulating action points.
- Prepare and circulate documents, including agendas, presentations, and organizational charts.
- Create and maintain the annual Affiliate Calendar in alignment with the AREA and local country calendars.
- Manage the general Affiliate budget related to generic affiliate spend, including communications, offsite events, team training, and other expenses.
- Establish a good working knowledge of the business, products, and members of the Affiliate- and Leadership team to support day-to-day operational tasks efficiently.
- Provide assistance to other business areas in peak periods or absence, such as vacation cover for Market Access Coordinator.
- Build and maintain relationships with external stakeholders and external executive assistants.
- 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 to achieve objectives within tight deadlines.
- Organize, book, and manage complex international travel requirements for the General Manager in accordance with company policy and systems.
- Provide detailed travel itineraries and ensure all information is updated in the calendar.
- Liaise with the local country team regarding country reviews, offering the area team some logistics support.
- Prepare and submit monthly expense reports.
- Maintain multiple email distribution lists across the business.
Desirable Executive Assistant experience within fast-moving, multi-cultural, large international companies. Experience within the pharmaceutical sector is not essential.
Skills
- Excellent organizational, coordination, and communication skills in German and English are a must.
- Exhibition of high business ethics standards in dealing with internal and external stakeholders.
- 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 environments 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.
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.
