Senior Administration Assistant

Company Description

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.

Job Description

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.

Qualifications

• Proficient IT skills including Microsoft 365 Office applications (Word, Excel, PowerPoint, Teams, Copilot, SharePoint and OneDrive), CTE/Concur, Veeva PromoMats and approved AI tools to improve efficiency and quality of administrative support 
• Minimum 2 years experience supporting senior leaders or executive teams in a fast-paced, matrixed corporate environment.
• Demonstrated experience coordinating meetings, events, onboarding activities, travel, expenses and administrative workflows across multiple stakeholders.
• Experience in pharmaceutical, healthcare or another regulated industry is desirable.
• Patient and customer first mindset, highly organised and able to prioritise
• Solution focused and able to work independently within an activity-based work environment
• Collaborative, team player
• Attention to detail and fast learner
• Excellent verbal and written communication skills
• Able to work in a fast-paced environment, “can do” attitude
• Able to manage sensitive information with professionalism, discretion and appropriate judgement

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.

Additional Information

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 [email protected] or speaking with your Recruiter and we'll make any necessary adjustments to accommodate your needs.

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