Senior Executive Assistant, Allergan Aesthetics
AbbVie
- Courbevoie, Hauts-de-Seine
- CDI
- Temps-plein
- Assist in the preparation and circulation of documents including agendas, presentations and organizational charts.
- Creation and ownership of the annual AA France Calendar in alignment with the regional, international and local country calendars.
- Schedule and attend leadership team and department meetings, coordinating agenda's, documenting, and circulating action points.
- Ownership of the GM 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 events management.
- 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 GM 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.
- Book and manage complex international travel requirements in accordance with company policy and systems via the corporate travel agency. 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.
- 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.
- Excellent knowledge of Microsoft Office
- Project management experience of coordinating events (up to 100 people)
- Able to work in English when necessary
- Excellent organizational, co-ordination and communication skills
- A team player with a strong ability to work of their own initiative
- Reliable, accurate and precise
- A dynamic self-starter with the ability to work under pressure in a rapidly changing environment and within tight deadlines
- Strong interpersonal skills. Adept at communicating effectively at all levels of the organization, especially senior executive level contacts in a multi-cultural environment
- Work to high ethical standards with discretion and integrity
- Ability to accept responsibility and be pro-active within defined limits