Administrative Assistant, HR
2 months ago
PRIMARY FUNCTION/OBJECTIVE:
The purpose of this role is to provide a comprehensive range of administrative and support services to the Human Resources Director and the Human Resources team to facilitate the effective operation of their activities within AbbVie.
CORE JOB RESPONSIBILITIES:
- Provide general administrative assistance and support to the Human Resources team
- Assist the HR team in the coordination of agreements/other business communications and ensuring that all legal documents are retained and logged according to relevant policies and processes.
- Raise purchase requests and process invoices through accounts payable systems to meet Finance and Operations’ timelines.
- Collate, store and/or submit any documentation relating to payments (ie. Invoices and agreements) to ensure unwavering adherence to relevant finance/regulatory policies and standards.
- Maintain knowledge and skills of support tools used to perform this role efficiently and effectively.
- Assist the HR team in the organisation of events, internal and external training sessions, and other meetings as required.
- Coordinate material development including liaising with the agencies, printing, distribution, updating materials, re-approvals/ withdrawals and inventory.
- Support the HR Director with their agenda, travel booking arrangements and expense reports.
- Coordinate the onboarding of new employees (equipment, training schedule, schedule meet & greets etc) to ensure all employees are made to feel welcome and set-up for success.
- Activate and finalise all variation letters, termination letters, etc and store them appropriately in Personnel Files.
- Coordinate timesheets for roles covered under the “Administration Award” (all admin and finance coordinator roles) for mandatory legal reporting and payout of overtime as needed.
- Manually track all payroll changes requested, in a separate file, in order to act as the 4-eyes check with our payroll analyst.
- Coordinate legal reporting: workers compensation, salary continuation, gender paygap, etc.
- Coordinate all internal reporting: WD reports, manage distribution lists, turnover reports, monthly AMT / AALT reports and presentations, etc
- Basic support to Talent Development: coordination of materials, agendas, and room set up for Development Friday events, bi-monthly People Manager Forums, bi-annual People Manager Offsites.
- Basic support to Total Rewards: coordinate all tenure awards on a quarterly basis, WD reporting, data consolidation.
- Participate in/coordinate special projects, as required
- Identify and propose solutions for process improvements
- As part of the Human Resources team, role model AbbVie Ways We Work, and company culture
PREFERRED QUALIFICATIONS:
- Highly organised and able to prioritise
- Solution focused and able to work independently within an activity-based work environment
- Collaborative - team player
- Proficient IT skills including Microsoft Office Skills (Word, Excel, Powerpoint, Teams, SharePoint, OneDrive) CTE/Concur, VEEVA Promomats
- Attention to detail and fast learner
- Excellent verbal and written communication skills
- Able to work in a fast-paced environment, “can do” attitude
- People oriented
Code of Conduct & Business Integrity
AbbVie is committed to observe high integrity and ethical standards in all its business dealings with our customers, with each other, business partners and suppliers.
AbbVie as a responsible corporate citizen will adhere to these standards, as well as to local, national and international laws.
All AbbVie employees are responsible for maintaining the Company’s reputation for conduct in accordance with the highest level of business integrity, ethics and compliance with the law. Soliciting and/or accepting/attempting/offering bribes or any illegal gratification is therefore cause for immediate dismissal.
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