Executive Assistant

About AbbVie

AbbVie's mission is to discover and deliver innovative medicines and solutions that solve serious health issues today and address the medical challenges of tomorrow. We strive to have a remarkable impact on people's lives across several key therapeutic areas including immunology, oncology and neuroscience - and products and services in our Allergan Aesthetics portfolio. For more information about AbbVie, please visit us at www.abbvie.com. Follow @abbvie on LinkedIn, Facebook, Instagram, X and YouTube.

AbbVie is an equal opportunity employer, and dedicated to fostering an inclusive, flexible, and supportive workplace that values and respects every individual. We are committed to operating with integrity, driving innovation, transforming lives, and embracing diversity and inclusion. It is AbbVie’s policy to employ qualified persons of the greatest ability. We ensure a fair and inclusive recruitment process without discrimination against any employee or applicant because of, and not limited to, race, religion, age, physical or mental disability, gender identity or expression, sexual orientation, or marital status. Our hiring process is flexible and accessible, so if you have any specific requests or accessibility requirement, please feel comfortable to let our team know by emailing CareersANZ@abbvie.com or speaking with your Recruiter and we'll make any necessary adjustments to accommodate your needs.

AbbVie is seeking a proactive and highly organised Executive Assistant to provides comprehensive, high-level administrative support to the Vice President & General Manager of AbbVie Pharma, ANZ. This pivotal role requires managing complex scheduling, executive communications, travel coordination, and strategic event planning. Acting with sound judgment and discretion, the role also requires proactive problem-solving and ensuring leaders remain informed of critical developments, anticipating and responding to a diverse and dynamic range of business needs with the utmost professionalism and integrity.

KEY DUTIES AND RESPONSIBILITIES

• Manage complex diary, calendar, and scheduling requirements for both internal and external commitments, anticipating conflicts and proactively resolving issues.
• Oversee national and international travel arrangements, collaborating with the corporate travel agency, and efficiently handling expense claims.
• Prepare, edit, and distribute professional correspondence, presentations, reports, and internal communications to the highest standards of accuracy, grammar, and professionalism.
• Organise and coordinate agendas, supporting documentation, and minute-taking for key meetings and executive forums, ensuring timely distribution and follow-up.
• Plan, coordinate, and execute company events, including quarterly AMT offsite meetings and logistics for visiting International Leadership Team members, delivering a world-class experience for guests.
• Act as a focal point for enquiries and urgent issues, exercising sound judgement and keeping leaders informed of critical developments, especially during their absence.
• Ensure strict compliance with relevant Acts, legal requirements, and ethical standards across all activities.
• Provide leadership and mentorship to Administrative Assistants, including managing and chairing bi-monthly admin team meetings, fostering collaboration and continuous improvement.
• 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 always promote a safe work environment.
• Adhere to AbbVie’s codes of conduct and compliance processes, including timely training and maintaining ethics and integrity.
• Other ad hoc duties such as administrative duties, as requested.

• At least 10 years’ experience within similar EA/PA roles, preferably with 5 years’ experience working 1:1 at Director or GM level.
• Experience within the pharmaceutical industry/scientific or clinical environment and/or within a sales and marketing environment is desirable.
• Certificate or Diploma in Business Administration Experience and Abilities.
• 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

Flexibility and Availability: In line with Australia’s 'Right to Disconnect' legislation, we recognise and respect employees' right to refuse contact outside of their working hours, unless such refusal is deemed unreasonable. As we operate in an international, matrixed environment, there may be occasions where your role requires participation in business meetings outside of standard hours. We value and support flexibility and appreciate your willingness to occasionally accommodate these requests to ensure effective collaboration and communication within our global team.

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.

CODE OF CONDUCT & BUSINESS INTEGRITY STATEMENT

• AbbVie is committed to observing 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. 
• AbbVie is committed to operating with integrity, driving innovation, transforming lives, serving our community, and embracing diversity and inclusion. 

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

US & Puerto Rico applicants seeking a reasonable accommodation, click here to learn more:

https://www.abbvie.com/join-us/reasonable-accommodations.html