We're looking for a highly organised, proactive and relationship-focused Senior Administration Assistant to support leaders across Finance, Customer Excellence and Business Technology Solutions (BTS). This is an opportunity to work at the centre of a high-performing affiliate, partnering closely with senior leaders while helping drive exceptional team operations, workforce experiences and business outcomes.
This is far more than traditional administrative support. You'll be a trusted coordination partner who anticipates needs, creates structure from complexity and enables leaders to focus on what matters most. Success in this role is measured by how effectively you enable leaders and teams to deliver outcomes.
If you're an experienced Executive Assistant or Senior Administrator looking for a role with greater scope, visibility and impact, we'd love to hear from you.
KEY DUTIES AND RESPONSIBILITIES
- Provide proactive administrative and coordination support to the nominated Affiliate Management Team (AMT) Directors across Finance, Customer Excellence and Business Technology Solutions (BTS).
- Manage competing priorities, deadlines, follow-ups and dependencies across the nominated AMT Directors, anticipating needs and escalating risks where required.
- Coordinate leadership team operating rhythms, including agendas, meeting materials, minutes, action trackers and document flow, to support effective decision-making and execution.
- Support the planning and coordination of meetings, events, internal and external training sessions, offsites and team activities, including logistics, materials, attendee support and follow-up actions.
- Coordinate onboarding activities for new employees, including equipment, training schedules, meet and greets and other arrangements to help employees feel welcome and set up for success.
- Support AMT Directors with calendar management, travel bookings and expense reports, as required.
- Exercise sound judgement and discretion when handling confidential, sensitive or business-critical information.
- Build effective relationships across Finance, Customer Excellence, BTS and broader affiliate teams to enable seamless coordination, communication and issue resolution.
- Maintain and improve administrative resources, trackers, SharePoint sites, team documents and support tools to ensure information is accurate, accessible and well organised.
- Participate in or coordinate special projects, governance activities and business-critical deadlines where administrative or coordination input is required.
- Identify, recommend and implement practical process improvements that reduce duplication, improve visibility, strengthen knowledge management or streamline team operations.
- Use Microsoft 365, SharePoint and approved AI tools to improve administrative efficiency, document management and team ways of working.
- Provide back-up support to other AMT Senior Administration Assistants as required.
- Role model AbbVie Ways We Work and company culture.
- Provide coordination support for function-specific priorities, processes and recurring requirements that sit outside the general AMT support rhythm.
- Maintain function-specific records, guides and documentation where ownership sits within Finance, Customer Excellence or BTS, rather than shared administrative resources.
- Support function-specific governance, reporting and document update cycles, including preparing inputs, tracking required approvals and ensuring records are kept current.
- Coordinate with specialist internal stakeholders as needed for function-specific matters, including Legal, Procurement, Records, Learning and Capability, and other cross-functional partners.
- Provide targeted functional support for major business activities that require specific knowledge of Finance, Customer Excellence or BTS processes, including larger affiliate events such as National Sales Conference.
- Report any adverse event within 24 hours as per AbbVie’s policies and procedures.
- Proactively participate in AbbVie’s WHS programs, adhere to policies and promote a safe work environment at all times.
- Adhere to AbbVie’s internal codes of conduct and compliance processes.
- Other ad hoc duties, as requested.