Executive Assistant

3 weeks ago

North Sydney, Australia AbbVie Full time

**Company Description**
**Job Description** JOB SUMMARY**:
Provide high level executive and administrative support to the General Manager, Allergan Aesthetics, ANZ.

**KEY DUTIES & RESPONSIBILITIES**:
**Executive Support to the General Manager, ANZ**
- Provide general executive and administrative support to the General Manager (GM), ANZ
- Complex diary management, planning and scheduling internal and external appointments with appropriate meeting lead times on behalf of the GM
- Manage extensive national and international travel arrangements for the GM
- Prepare expense claims
- Support and drive the preparation of correspondence, presentations and reports to the highest standards of grammar
- Prepare agendas, record and distribute minutes, in particular the monthly ANZ Leadership Team Meeting
- Co-ordinate events, manage company conferences and offsite meetings
- Utilise sound judgment and knowledge of business units and company matrix to respond to general enquiries and re-route urgent matters in the GMs absence, keeping the GM abreast of any issues arising
- Co-ordinate logistics for visiting members of International Leadership Team if requested
- Edit, design and distribute internal communications
- Be first point of contact for media enquiries
- Assist finance in managing the corporate travel agency
- Provide occasional administrative assistance to the FIN head if required.

**CAT and internal audit**
- Allergan’s CAT coordinator and support internal auditing processes.

**Workplace Health & Safety**
- Proactively participate in Allergan’s WHS programs, adhere to policies and promote a safe work environment at all times.

**General**
- Adhere to Allergan’s internal codes of conduct and compliance processes.
- Other ad hoc duties as requested.

**Qualifications** JOB REQUIREMENTS Qualifications**:

- Successful completion of High School certificate plus Certificate or Diploma in Business Administration Experience and Abilities
- At least 6 years’ experience within similar EA/PA roles, preferably with a 2-3 years’ experience working 1:1 at Director or GM level
- Experience within the pharmaceutical industry and/or within a sales and marketing environment is desirable
- Experience working within a scientific or clinical environment is also desirable
- Professional written and verbal communication skills, with a good understanding of business etiquette
- Strong sense of accountability, and can-do attitude.
- Ability to anticipate needs and action accordingly with sense of urgency.
- Ability to maintain confidentiality of sensitive information and materials.
- Advanced skills in Microsoft Word, PowerPoint, Excel, Outlook

**BUSINESS AND TECHNICAL SKILLS**:

- **Planning & Organising - **Establishing an action plan for self and others to complete work efficiently and on time by setting priorities, establishing timelines and leveraging resources.
- ** Collaborating - **Working cooperatively with others to help a team or work group achieve its goals.
- ** Earning Trust - **Gaining others’ confidence by acting with integrity and following through on commitments while disclosing own positions; treating others and their ideas with respect and supporting them in the face of challenges.
- ** Influencing **- Using effective involvement and persuasion strategies to gain acceptance of ideas and commitment to actions that support specific work outcomes.
- ** Monitoring Information - **Setting up ongoing procedures to collect and review information needed to manage an organization or ongoing activities within it.

**THE ALLERGAN COMMITMENT**:

- ** Doing What is Right - **Never jeopardize patient safety, product quality or compliance; always act with integrity

**WAYS WE WORK**:

- ** All For One Abbvie; **We weigh all decisions against the common good. We inspire, share and create as a team. We solve problems for all rather than serving our immediate team.
- ** Decide Smart & Sure; **We make intelligent decisions to create the best outcomes. We act quickly, embrace experimentation, and learn what doesn’t work and get on to what does.
- ** Agile & Accountable; **We streamline and eliminate unnecessary obstacles. We plan but adapt as we go. We delegate and make tough decisions to ensure focus on results, staying keenly aware of the urgency in all we do.
- ** Clear & Courageous; **Open, honest, candid dialogue is core to our work and how we act with each other. We share information freely and continuously to find solutions. We admit mistakes. We grow stronger by putting the courage of our conviction to the test.
- ** Make Possibilities Real; **We question with endless curiosity. We’re never satisfied with good enough—patients depend on us to deliver more. We challenge ourselves to find creative, constructive solutions to turn possibilities into reality.

**KEY INTERFACES**:

- General Manager, Allergan Aesthetics, ANZ

**Additional Information** Let's create a more inclusive world together**

US & Puerto

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