Executive Assistant H/F

JOB DESCRIPTION:

At Abbott, we're committed to helping people live their best possible life through the power of health. For more than 135 years, we've brought new products and technologies to the world -- in nutrition, diagnostics, medical devices, and branded generic pharmaceuticals -- that create more possibilities for more people at all stages of life. Today, 115,000 of us are working to help people live not just longer, but better, in the more than 160 countries we serve.

Position Summary

The Executive Assistant facilitates the work of Abbott Rapid Diagnostics employees and management across France, Belux & South Europe by ensuring efficient administrative coordination and compliance with Abbott’s procedures, timelines, and budget requirements. The role includes calendar and travel management, expense reporting, purchase order and invoicing processes, and collaboration with support functions (General Services, Car Fleet, IT, HR).

Essential Duties and Responsibilities (Key Activities)

• Carries out duties in compliance with established business policies and procedures.
• Demonstrates commitment to the development, implementation and effectiveness of applicable Quality Processes
• Responsible for exhibiting professional behaviour with both internal/external business associates that reflects positively on the company and is consistent with the company’s policies and practices.
• Responsibility to understand and maintain awareness of the quality consequences which may occur from the improper performance of their specific job.
• Perform other duties and projects as assigned.

Administrative support :

• Calendar management: appointments, calls, travel arrangements, accommodation, and meeting room bookings.
• Coordination with support functions (General Services, Car Fleet, IT, HR) for operational needs
• Management of mail (reception, dispatch) and correspondence in compliance with confidentiality.
• Expense report management in accordance with Abbott procedures (Concur).
• Writing, filing, and archiving of documents.
• Task planning and prioritization in agreement with your manager.
• Reception and dissemination of information (internal/external calls, messaging, mailing, etc.).
• Initiation and management of purchase requisitions via the tool, provisions, expense tracking table, and year-end budget close.
• Creation of suppliers in accordance with procedures.
• Creation and follow-up of Purchase Orders and interface between suppliers and accounting.
• Organization and coordination of logistics for internal and external meetings and events (venue search, booking rooms, hospitality, transfers, etc.) in compliance with allocated budgets and procedures.
• Welcoming new entrants by organizing initial administrative steps, ensuring proper equipment (PC, telephone, credit card, business card, possibly car, office supplies), and coordinating with the training department for integration.
• Training new entrants on administrative tools (Concur, etc.).
• Provide assistance in resolving administrative issues (complex travel, IT, car, telephone, etc.).

Support for management & teams

• Assist members of the leadership team and employees with administrative needs.
• Handle complex travel arrangements and expense reporting.
• Provide administrative assistance on specific projects.

Professional relations

• Internal: marketing, field teams, training, budget control, accounting, HR, car fleet, IT, congresses, purchasing, ethics and compliance, general services, internal/external communication department
• External: suppliers, communication and event agencies, service providers.

Education / Experience / Skills

• Second-year university level or more
• Minimum 2 years of experience in a similar position
• Ability to take initiative and bring it to life, persevering, autonomous
• Availability and customer orientation,
• Strong communication and active listening skills
• Excellent interpersonal skills, in particular with Customers but also internally with the rest of the sales force and other departments,
• Team spirit and collaborative,
• Pragmatic and operational approach,
• A good level of English is required
• Commercial and administrative management
• Organization of internal/external events
• Good level of office automation (Excel, Word, Powerpoint, Database, etc.)

The base pay for this position is

N/A

In specific locations, the pay range may vary from the range posted.

     

JOB FAMILY:

Administrative Support

DIVISION:

ID Infectious Disease

LOCATION:

France > Rungis : Miami Building

ADDITIONAL LOCATIONS:

WORK SHIFT:

Standard

TRAVEL:

No

MEDICAL SURVEILLANCE:

Not Applicable

SIGNIFICANT WORK ACTIVITIES:

Not Applicable