Sr Executive Assistant, Allergan Aesthetics - Marlow, United Kingdom - ABBVIE

ABBVIE
ABBVIE
Verified Company
Marlow, United Kingdom

3 days ago

Tom O´Connor

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Tom O´Connor

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Description

Senior Executive Assistant to Area President (Western Europe & Canada)


Supports the Head of WEC (Western Europe & Canada), and WEC Area team as needed, in all business and organisational activities.

Proactively utilising an understanding of the business context and conflicting priorities to ensure efficient and timely delivery of all tasks.

These include complex diary management, meeting co-ordination across multiple time zones, presentation support, travel planning, expenses and ad hoc projects as required.


Key Responsibilities

Confidential administrative support

  • Assist in the preparation and circulation of documents including agendas, presentations and organizational charts.
  • Creation and ownership of the annual WEC Calendar in alignment with the international and local country calendars.
  • Schedule and attend leadership team and department meetings, coordinating agenda's, documenting, and circulating action points.
  • Ownership of the area budget related to generic area spend communications, offsite events, area team training etc. Management of related purchase orders, liaising with relevant agencies and working closely with finance to ensure accurate tracking.
  • Establish a good working knowledge of the business, products, and members of the team in order to support day to day operational tasks efficiently, with minimum supervision.
  • Provide assistance to other business areas in peak periods or absence e.g., vacation cover for the EA to VP, IMCO.
  • Build and maintain relationships both externally and internally within the wider organisation to ensure effective communication and efficient implementation of departmental activities.

Outlook calendar schedules

  • Manage all incoming meeting invites and ensure any conflicting appointments are rescheduled.
  • Schedule meetings across multiple time zones.
  • Book meeting rooms as required.

Events and ad hoc projects

  • Work with the Head of WEC and the PMO on ad hoc projects and tasks in an innovative way. Using personal initiative and independence as much as possible, to achieve given objectives within tight deadlines e.g., Area newsletter, Area Townhalls, Area Leadership Meetings & Events, etc.

Travel arrangements

  • Provide detailed travel itineraries and ensure all information is updated in the calendar.
  • Liaise with the local country team with regards to country reviews, offering the area team some logistics support.

Expenses

  • Preparation and submission of monthly expense reports.

Distribution Lists

Compliance and integrity

  • You will be responsible for conducting your activities on behalf of the company, consistent with a high standard of business ethics and in compliance with the laws and regulations that govern our activities.

Your obligation encompasses the following:

  • Takes personal responsibility for and demonstrates a high level of understanding of and adherence to the applicable internal policies.
  • Exhibits high business ethics standard in dealing with internal and external stakeholders, including dealing with others honestly and openly.

Experience and Qualifications
Extensive senior EA experience within fast moving, multi-cultural, large international companies. Experience within the pharmaceutical sector, whilst not essential, is desirable.


Skills

  • Excellent organizational, coordination and communication skills
  • A team player with a strong ability to work on their own initiative
  • Reliable, accurate and precise
  • A dynamic selfstarter with a natural ability to work under pressure in rapidly changing environment within tight deadlines
  • Strong interpersonal skills. Adept at communicating effectively at all levels of the organisation, especially senior executive level contacts in a multicultural environment
  • Work to high ethical standards with discretion and integrity
  • Ability to accept responsibility and be proactive within defined limits
  • Excellent knowledge of Microsoft Office
  • Project management experience of coordinating events (up to 100 people)
  • Ability to travel to support meetings/events as needed.
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