Executive Assistant – Allergan Aesthetics UK&I

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.

Reporting to the General Manager, UK & Ireland Based in Marlow Comprehensive salary, bonus and benefits package

Role Overview: The Executive Assistant supports the General Manager, Allergan Aesthetics UK&I, by overseeing and coordinating all day-to-day business and organisational activities. This position entails providing crucial executive and administrative support and serving as a liaison between the General Manager and internal and external stakeholders and business partners. Responsibilities encompass complex diary management, comprehensive meeting coordination, event management, communication management on behalf of the General Manager, as well as overseeing travel requirements, managing expenses, and addressing ad hoc projects as required.

Key responsibilities:

• Diary management: Proactively maintains calendar and manages schedules & appointments, determining priorities and resolving scheduling conflicts as needed. Possesses a deep understanding of business priorities, objectives and goals, to strategically plan the annual meeting cadence.
• Travel Management: Manages and coordinates travel requirements for the GM, including international travel.
• Organisational Knowledge: Demonstrates a comprehensive understanding of the business, UK&I, and broader corporate priorities, as well as an in-depth familiarity with products and team members, to support day-to-day operational tasks efficiently with minimal supervision. Cultivates awareness of the organisational culture and values, ensuring alignment with strategic objectives. Actively seeks opportunities to learn about industry trends and developments that could impact business operations. Utilises this knowledge to anticipate needs and provide proactive solutions that drive operational excellence and foster a collaborative work environment.
• Relationship Building: Builds and maintains relationships internally within the wider organisation and with external stakeholders to ensure effective communication and efficient implementation of departmental activities.
• Project Management & Operational Excellence Lead: Provides project management support to the GM, Chief of Staff, and UK&I Leadership Team. Puts forth workable solutions to improve ways of working and support cross-functional efforts to build a high-performing team.
• Meeting Logistics and UK&I Deliverables: Attends and manages logistics for meetings, handling agendas, documenting outputs, and tracking action points to ensure timely delivery. Schedules, attends and manages logistics for meetings. Manages agendas, documents meeting outputs, circulates action points. Monitors and tracks the timely and successful delivery or actions on behalf of the LT, ensuring key milestones are reached. Organizes and coordinates meeting logistics and bookings, liaising with hotels, managing contracts with external venues as needed.
• Professional Communication Management: Manages professional communications on behalf of the GM, ensuring clarity, professionalism, and alignment with organisational values and goals.
• Event Management & Budget Management: Manages all logistics for the bi-annual UK&I Sales Conference, overseeing relationships with production agencies, negotiating contracts, and managing the event budget. Conducts event-related procurement activities, including contract management and tender processes. Ensures accurate tracking of the annual events spend, in line with agreed budget.
• Compliance: Takes personal responsibility for demonstrating a high level of understanding of and adherence to applicable internal policies. Exhibits high business ethics standard in dealing with internal and external stakeholders, including dealing with others honestly and openly.
• Expense Management Champion: Oversees all expense submissions and approvals, including multi-currency expense reports. Acts as a champion for expense management, ensuring adherence to compliance standards and internal policies.

Qualifications, Skills and Experience:

• Extensive EA experience within fast-paced, international corporations. Experience within the pharmaceutical sector is desirable, however not essential.
• Excellent organisational and multi-tasking skills: Capable of managing a busy workload and juggling multiple conflicting priorities, using initiative and sound judgment.
• A dynamic self-starter and a proactive achiever with a natural ability to work under pressure in rapidly changing environment within tight deadlines.
• Excellent communication and interpersonal skills with the ability to effectively interface with all levels within the company and with external stakeholders.
• Problem-solving: Adopt a proactive and can-do approach to problem-solving and decision-making.
• A team player with a strong ability to work on their own initiative. Reliable, accurate and precise. High attention to detail. Work to high ethical standards with discretion and integrity.
• Excellent knowledge of Microsoft Office. Project management experience of managing events. Ability to travel to support meetings/events as needed.

AbbVie is an equal opportunity employer and is committed to operating with integrity, driving innovation, transforming lives and serving our community.