Jobs for People with MS: National MS Society

Company Description

At Allergan Aesthetics, an AbbVie company, we develop, manufacture, and market a portfolio of leading aesthetics brands and products. Our aesthetics portfolio includes facial injectables, body contouring, plastics, skin care, and more. Our goal is to consistently provide our customers with innovation, education, exceptional service, and a commitment to excellence, all with a personal touch. We are proud to be a Great Place to Work. For more information, visit https://global.allerganaesthetics.com/. Follow Allergan Aesthetics on LinkedIn.

Job Description

We are now recruiting a Senior Executive Assistant, reporting to the General Manager of Allergan Aesthetics (AA), who will support the Allergan Aesthetics brand within our French Affiliate. This office-based role sits in our Courbevoie office location. Please note, the ability to travel in support of meetings/events may be requested.

By integrating the organization as a Senior Executive Assistant, you will support the General Manager France and AA Leadership Team (Marketing and Sales Heads, and other LT members team as needed) in all business and organizational activities. Using your understanding of the business context and managing conflicting priorities, you will proactively ensure efficient and timely delivery of all tasks which include complex diary management, meeting co-ordination across multiple time zones, presentation support, travel planning, expenses and ad hoc projects as required.

The principal responsibilities will be:

Confidential administrative support

• 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.

  Outlook calendar schedules

• Manage all incoming meeting invites and ensure any conflicting appointments are rescheduled.

• Schedule meetings across multiple time zones.

• Book meeting rooms as required.

  Events and ad hoc projects

• 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.

  Travel arrangements

• 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.

Expenses

• Preparation and submission of monthly expense reports for GM, Marketing and Sales head.

Distribution Lists

• Accurately maintain multiple email distribution lists across the business.

Compliance and integrity

You will be responsible for conducting your activities on behalf of the company, consistent with a high standard of business ethics and in compliance with the laws and regulations that govern our activities. Your obligation encompasses the following:

• 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.

Qualifications

Our Leadership team is looking for a professional with extensive senior Executive Assistant experience within fast moving, multi-cultural, large international companies. Experience within the pharmaceutical sector, whilst not essential, is desirable.

Required Knowledge and Skills

• Excellent knowledge of Microsoft Office

• Project management experience of coordinating events (up to 100 people)

• Able to work in English when necessary

Required Abilities

• 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

Additional Information

Travailler chez AbbVie France / Allergan Aesthetics, une division AbbVie, c’est aussi bénéficier d’un environnement de travail pensé pour ses collaborateurs. En effet, nos bureaux sont localisés dans le quartier d’affaires de la Défense dans le département des Hauts-de-Seine, et desservis par le RER A, les lignes de Transilien L et U, le tram 2, et le métro 1. Vous aurez à disposition dans les locaux une salle de gym, un rooftop ainsi que qu’un restaurant d’entreprise. Le quartier s'articule autour d'une vaste dalle regroupant le CNIT, le centre commercial Les Quatre Temps, de nombreux restaurants et fast-food.

Pour l’équilibre vie professionnelle/ personnelle, AbbVie offre la possibilité d'effectuer jusqu’à 2 jours de télétravail par semaine, et ce, en fonction des modalités définies dans l’accord collectif dédié. AbbVie France propose aussi d’autres avantages, comme un plan d’achat d’actions à ses salariés. Retrouvez plus d’informations concernant les avantages chez AbbVie France / Allergan Aesthetics, une division AbbVie en cliquant ici: https://www.abbvie.fr/careers/benefits1.html

Chez nous, l’égalité, la diversité et l’inclusion sont des piliers essentiels. Nous sommes fiers d’avoir bâti un environnement qui permet à chacun de nos collaborateurs du monde entier de réaliser pleinement son potentiel.

Vous pouvez nous trouver à www.abbvie.com / @ABBVIE sur Twitter, Facebook, Instagram, YouTube LinkedIn

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.