Executive Assistant to General Manager

Supports the General Manager of AbbVie Austria and Affiliate Leadership team as needed, in all business and organizational activities. Proactively utilizing an understanding of the business context and conflicting priorities to ensure efficient and timely delivery of all tasks. These include the ability to easily build connections with internal and external stakeholders, complex diary management, meeting co-ordination across multiple time zones, presentation support, travel planning, expenses and ad hoc projects as required.

Key Responsibilities

• Schedule, organize and attend international and local leadership team meetings, coordinating agenda’s, documenting, and circulating action points.
• Preparation and circulation of documents including agendas, presentations and organizational charts.
• Creation and ownership of the annual Affiliate Calendar in alignment with the AREA and local country calendars.
• Ownership of the general Affiliate budget related to generic affiliate spend – communications, offsite events, team training, “Bring your Family & Friends Day” 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 Affiliate- and Leadershipteam 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 Market Access Coordinator
• Ability to easily build connections with external stakeholders and external executive assistants
• Build and maintain relationships both externally and internally within the wider organization to ensure effective communication and efficient implementation of departmental activities.
• Manage all incoming meeting invites and ensure any conflicting appointments are rescheduled.
• Schedule meetings across multiple time zones.
• Book meeting rooms as required.
• Work with the General Manager and the AMT 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., AbbDate Newsletter, Employee Townhalls, Business Exchanges and Leadership Meetings & Events, etc.
• Organize, book and manage complex international travel requirements for the General Manager in accordance with company policy and systems. These include flights, hotels, ground transport (hire cars, car parking, taxis) COVID requirements and visa applications.
• 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.
• Preparation and submission of monthly expense reports.
• Accurately maintain multiple email distribution lists across the business.