Job Information
AbbVie Management Assistant External Affairs/HR in Wavre, Belgium
Company Description
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 – immunology, oncology, neuroscience, and eye care – and products and services in our Allergan Aesthetics portfolio. For more information about AbbVie, please visit us at www.abbvie.com. Follow @abbvie on Twitter, Facebook, Instagram, YouTube and LinkedIn.
Job Description
Job purpose & objectives :
In this role you provide broad support to our External Affairs and HR departments, and you help the team members with administrative, financial, and logistical processes. You ensure that all finance, events, meetings, and other processes are supported in a compliant and diligent way.
As the department plays an important role in AbbVie’s communication to internal and external stakeholders, you will contribute to that as well. The management assistant External Affairs takes care of managing internal communication channels and making sure that external communication materials are up-to-date and approved. The management assistant will also support the European team when engagement with the patient association is required.
Administrative support will also be given to the HR department.
Key responsibilities:
Ensure proper execution, coordination, and good outcome of all administrative activities.
Initiation and follow-up of contacts, suppliers, Purchase Orders, and Invoices.
Initiation and follow-up of Service Agreements.
Track expense, budget, and expense forecast.
Optimize logistic and administrative support to managers by anticipating needs.
Tasks and responsibilities:
Ensure the smooth running of interaction processes with external partners, scrupulously respecting internal compliance.
Take charge of the practical organization of the affiliate's employee meetings.
Assisting the business with administrative duties: adapting presentations, ensuring proper coordination of internal events, handling projects, if necessary, …
Carrying out the necessary follow-ups to support patient organizations supported by AbbVie BeLux and AbbVie Europe.
Minutes taker and follow up with team members.
Handle ‘ad-hoc’ additional tasks on request of Directors and Managers.
Ensure follow-up of all contracts, PO’s, accruals, …
Qualifications
Required skills and competencies:
Bachelor’s degree in office management (or equivalent by experience).
Powerful sense of compliance and rigorous application of procedures.
Good command of MS Office 365 (MS Teams, PowerPoint, Excel, Outlook, Sharepoint).
Excellent verbal and written communication in French and English, Dutch is an asset.
You have excellent organizational skills and a keen sense of responsibility.
You can work autonomously and manage priorities.
You prioritize teamwork and are dedicated to supporting the business and external clients.
Adaptable to commercial and international environment.
Proactive, able to take initiatives.
Additional Information
AbbVie is committed to operating with integrity, driving innovation, transforming lives, serving our community and embracing diversity and inclusion. It is AbbVie’s policy to employ qualified persons of the greatest ability without discrimination against any employee or applicant for employment because 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, status as a protected veteran, or any other legally protected group status.