Allergan Executive Assistant in Irvine, California
AbbVie’s mission is to discover and deliver innovative medicines 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: immunology, oncology, neuroscience, eye care, virology, women’s health and gastroenterology, in addition to products and services across its Allergan Aesthetics portfolio. For more information about AbbVie, please visit us at www.abbvie.com . Follow @abbvie on Twitter at https://twitter.com/abbvie , Facebook at https://www.facebook.com/AbbVieGlobal , Instagram , YouTube at https://www.youtube.com/user/AbbVie and LinkedIn at https://www.linkedin.com/company/abbvie .
Envision working with energetic colleagues and inspirational leaders. Now, place yourself in that mix; leading discussions, asking the right questions and driving results.
What Your New Manager Wants YouTo Know
The Executive Assistant provides administrative support to Vice President in the Allergan Aesthetics Biological Research division & help coordinate departmental events. Strong computer skills, word-processing, expense reporting, maintain calendar activities, coordinate meeting schedule and trip itineraries. Will also provide support to Vice President, Asset Strategy Leadership (ASL) and this function. Coordination of functional and cross functional meetings and reports will be frequent tasks supporting the ASL team. Additional duties may include maintain administrative records, files, log systems, office area, equipment, and supplies. Works with minimal supervision and self-starter. Diverse and complex administrative duties as outlined above, plus handles confidential information regularly, and may be responsible for special projects per year.
The employee must conduct their work activities in compliance with all Allergan Aesthetic (AbbVie) internal requirements and with all applicable regulatory requirements. Allergan Aesthetic (AbbVie) internal requirements include compliance with ethics, environmental health and safety, financial, human resources, and general business policies, requirements and objectives.
YOU ARE more than just a title,YOU ARE…
A strategic thinker : align and excite internalstakeholders to facilitate success through strong leadership, strategicthinking and personal drive.
First class team player : collaborate across multiple disciplinesto ensure compliance and ability to influence cross-functional teams and seniorleadership.
Maintain complex appointment calendars for VicePresident and Senior Leaders in Allergan Aesthetics Biological Research division,and Vice President ASL. Schedule andorganize meetings, reserve meeting spaces, coordinate audio/visual equipmentsetup with IT, publish agendas, make luncheon arrangements, organize site visits,tours, and department activities. Preparememos, letters, reports, presentations, charts, tables, graphs, and otherbusiness correspondence, either independently or from written/verbalinstructions. Copy and distributecorrespondence in a timely and efficient manner. Maintain department files andfiling system in an organized fashion. Track regulated documents and compliancetraining. Ensure general upkeep of common areas and facilities cleaningrequests. Process incoming and outgoing mail. Order/maintain both office and computersupplies and arrange for office equipment maintenance. Assist with vendorlookup and adding new vendors as needed. Partner with other administrativestaff members in a professional and team-oriented approach to share andcoordinate workload and provide back-up administrative support for otherVPs. Ensure confidential handling ofsensitive information.
Manage travel arrangements for Vice Presidentsand Senior Leaders. Coordinateschedules, flights, hotel, seminar registrations, and ground transportation; prepareitinerary packet prior to travel dates. May assist other team members incoordinating travel as needed. Manageall aspects of expense reporting: prepareexpense reports, expedite and track processing of all expense reports, and/orcheck requests. Ensure reconciliation ofreimbursement with expense reports and maintain copies of expense reports and receipts.
Provide administrative support in theassembling of contract requests and agreements in an accurate and timely manner. Coordinate the drafting, approval andexecution of contracts as directed. Upload contract information in DepartmentContracts repository and database. May include initiating check requests andcoding miscellaneous invoices. Providebackup support to Operations Manager.Will also provide support for slide deck generation, presentations andother projects for the ASL organization.
Provide additional Support and duties may includeassembling and editing Quarterly Reports/Highlights, supporting group SharePointsites, and Electronic Lab Notebook systems. May help assist in planning departmentactivities both onsite and offsite.
An AssociateDegree plus 5-7 years increasingly responsible office and executive assistanceexperience. Bachelor’s Degree desirable.
Advancedknowledge of word processing, graphic presentation and computer software relatedto specific tasks.
Experiencewith technical writing is highly desirable.
Excellent composition,grammar, and business language skills.
Excellent communication and interpersonal skills withthe ability to effectively communicate with all levels of management,other departments, and both internal and external stakeholders.
Creative, flexible, proactive, well organized,resourceful and detail oriented. Must be able to coordinate complex travelschedules and plan/coordinate meetings and events.
Excellent judgment in handling confidential, legal, orsensitive information.
Ability to work independently, set priorities andhandle multiple tasks with a high level of efficiency.
In this role, we’re looking fora leader who will :
Act as an Owner
Be Excellence Focused
Act as an Influencer
Equal Employment Opportunity
At AbbVie, we value bringing together individuals from diverse backgrounds to develop new and innovative solutions for patients. As an equal opportunity employer we do not discriminate on the basis of race, color, religion, national origin, age, sex (including pregnancy), physical or mental disability, medical condition, genetic information gender identity or expression, sexual orientation, marital status, protected veteran status, or any other legally protected characteristic.