Executive Administrative Assistant

PURPOSE STATEMENT 

Acts as a strategic partner and essential pillar of administrative support for the Site General Manager. This position plays a critical role in ensuring operational efficiency by facilitating the coordination of high-impact activities, managing confidential information, and enabling an effective flow of communication between site leadership, global teams, and external stakeholders.

MAJOR RESPONSIBILITIES 

• Manage and optimize the Site General Manager’s agenda, proactively coordinating and prioritizing local, regional, and global meetings while anticipating and resolving issues.
• Ensure comprehensive preparation for each executive meeting or event by promptly preparing agendas, briefings, and working materials.
• Plan and coordinate in full the visits of AbbVie global executives to the site, including activity agendas, plant tours, transportation logistics, lodging, and protocol arrangements.
• Manage the logistics of local and international leadership travel, including reservations, visas, itineraries, and compliance with AbbVie policies, while quickly resolving any issues that arise.
• Process, control, and follow up on expense reports for the Site General Manager using the appropriate corporate tools (SAP Concur or equivalent).
• Coordinate with the relevant department the management of invoices, purchase orders, and administrative approvals.
• Provide concierge-level support to assigned areas or departments, acting as the main point of contact to facilitate requests and ensure excellent internal service.
• Collect, report, and manage key metrics for established business processes when required.
• Execute strategic deliverables (communications and presentations) and follow up on action plans to ensure the executive team’s operational efficiency.
• Actively collaborate in the organization of Town Halls, mass communication events for plant staff, coordinating logistics, presentations, and audiovisual equipment.
• Manage highly confidential information related to business results, strategic decisions, personnel matters, and regulatory data with absolute discretion and professional ethics.
• Support the coordination of special site events, organizational culture activities, Employee Resource Group (ERG) events, plant tours, etc.

EDUCATION 

• University bachelor’s degree in Business Administration, Public Relations, or a related field.

EXPERIENCE

• Minimum 5 years of experience in administrative assistant roles at senior management or executive level.
• Previous experience in manufacturing, medical devices, pharmaceutical, or regulated industries is preferred.
• Experience with expense management tools (SAP Concur or equivalent) and ERP systems will be an advantage.

SKILLS

• Advanced English (spoken and written) – required.
• Advanced proficiency in Microsoft Office: Word, Excel, PowerPoint, Outlook, among others.
• Ability to prepare high-impact visual presentations and executive documents with excellent writing and spelling.
• High discretion, professional ethics, and confidentiality in handling sensitive and strategic information.
• Strong organizational skills, multitasking ability, and efficient prioritization in dynamic, high-demand environments.

AbbVie is an equal opportunity employer and is committed to operating with integrity, driving innovation, transforming lives and serving our community. Equal Opportunity Employer/Veterans/Disabled. 

US & Puerto Rico only - to learn more, visit  https://www.abbvie.com/join-us/equal-employment-opportunity-employer.html

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