Executive Assistant & Office Administrator

Executive Assistant & Office Administrator Full-time Workday Global Grade: 14 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 About the Role We are seeking an experienced Executive Assistant to provide high-level administrative support to the General Manager and Human Resources function within a dynamic commercial affiliate environment. In addition to executive and HR support, this role will oversee office and facilities administration and serve as the site Environmental, Health and Safety (EHS) representative. The successful candidate will be highly organized, discreet, proactive, and able to manage multiple priorities while working with senior leaders, employees, vendors, and stakeholders across a matrix organization. Reports to: General Manager People Management: None; may coordinate contractors and service providers as required Key Responsibilities Executive Support Provide proactive, confidential, and high-quality administrative support to the General Manager. Manage the General Manager’s calendar, diary, meetings, and inboxes, ensuring priorities are effectively coordinated. Manage the Affiliate Leadership Team calendar and support leadership planning. Schedule internal and external meetings, including onsite and offsite leadership meetings. Prepare agendas, meeting materials, executive summaries, presentations, reports, and correspondence. Attend Affiliate Leadership Meetings, take minutes, and track actions and deliverables. Organize internal events, including All Employee Days, Business Exchanges, high-profile visits, and other company meetings. Coordinate guest logistics, hospitality, travel arrangements, and related vendor or agency support. Prepare and submit expenses and manage travel arrangements for the General Manager. Maintain accurate and comprehensive filing and record-keeping systems. Coordinate document signatures, mailings, courier services, and the timely distribution of incoming mail. Serve as a key point of contact for internal colleagues, external stakeholders, vendors, and service providers engaging with the General Manager. Support ad hoc projects led by the General Manager, including monitoring timelines, actions, and deliverables. Ensure activities are conducted in accordance with company policies and applicable regulatory standards. Human Resources Support Provide administrative support across a range of HR activities and initiatives. Track employee annual leave balances and maintain sick leave documentation and certificates. Own and administer the leave management system, including UKG Pro. Support onboarding activities for new employees and assist with offboarding processes. Raise purchase orders and support the setup of new vendors. Track educational and related HR forms in shared systems in partnership with Central Services. Support HR projects, programs, and initiatives as required. Handle sensitive employee and business information with a high degree of confidentiality and discretion. Office and Facilities Administration Oversee day-to-day office administration, including office supplies, mail and parcel distribution, printing services, confidential waste, storage, reception, visitor access, and employee badges. Coordinate office services, workplace policies, home-office equipment, procurement, purchase orders, event payments, and emergency support. Manage relationships with Building Management, Facilities Management, vendors, and service providers. Ensure building maintenance,