Senior Administrative Assistant

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

AbbVie is currently seeking a detail-oriented and proactive Senior Administrative Assistant based in Mascot before relocating to the Sydney CBD in Q4 2026. This position provides comprehensive administrative support to the Value & Access and External Policy (ExPo) teams, including managing calendars, travel arrangements, and expense reports for two Senior Directors, processing purchase orders and invoices, and coordinating internal and external events.

The ideal candidate will bring strong attention to detail, excellent communication skills, and a collaborative, people-focused approach, with the ability to thrive in a fast-paced environment while ensuring adherence to relevant finance, legal, and regulatory policies.

KEY DUTIES AND RESPONSIBILITIES

Provide general administrative assistance and support to the Value & Access Team and the ExPo team

Assist the V&A and ExPo teams in the coordination of agreements/other business communications and ensuring that all legal documents are retained and logged according to relevant policies and processes

Raise purchase requests and process invoices through accounts payable systems to meet Finance and Operations’ timelines.

Collate, store and/or submit any documentation relating to payments (ie. Invoices, contracts and agreements) to ensure unwavering adherence to relevant finance/regulatory policies and standards.

Maintain knowledge and skills of support tools used to perform this role efficiently and effectively.

Assist the V&A and ExPo teams in the organisation of events, internal and external training sessions, and other meetings as required

Coordinate the onboarding of new employees (equipment, training schedule, schedule meet & greets etc.) to ensure all employees are made to feel welcome and set-up for success.

Support the V&A Director and Director of External Affairs with their agenda, travel booking arrangements and expense reports

Lead the administrative elements of the annual Week of Possibilities volunteering event

Participate in/coordinate special projects, as required

Identify and propose solutions for process improvements

Role model AbbVie Ways We Work, and company culture

Support reimbursement compilation and editing, and inputting submission into HPP

Monitor HPP and circulate communications to relevant Value & Access team members

Collate and validate government rebate invoices and price disclosure requirements

Support for All Employee Meetings – room bookings and catering.

Manage the administrative processes for Week of Possibilities and ad hoc volunteering administration requests e.g. processing matched donations paperwork

Coordinate material development including liaising with the agencies, printing, distribution, updating materials, re-approvals/ withdrawals and inventory to support internal and external events

Report any adverse event within 24 hours as per AbbVie’s policies and procedures.

Proactively participate in AbbVie’s WHS programs, adhere to policies and promote a safe work environment at all times.

Adhere to AbbVie’s internal codes of conduct and compliance processes.

Other ad hoc duties, as requested.

Qualifications

Experience working with C-suite executives within a multinational, matrix organisation

Proficient IT skills including Microsoft Office Skills (Word, Excel, Powerpoint, Teams, SharePoint, OneDrive) CTE/Concur, VEEVA Promomats

Highly organised and able to prioritise

Solution focused and able to work independently within an activity-based work environment

Collaborative,team player

Attention to detail and fast learner

Excellent verbal and written communication skills

Able to work in a fast-paced environment, “can do” attitude

People oriented

Flexibility and Availability: In line with Australia’s 'Right to Disconnect' legislation, we recognise and respect employees' right to refuse contact outside of their working hours, unless such refusal is deemed unreasonable. As we operate in an international, matrixed environment, there may be occasions where your role requires participation in business meetings outside of standard hours. We value and support flexibility and appreciate your willingness to occasionally accommodate these requests to ensure effective collaboration and communication within our global team.

Additional Information

WAYS WE WORK

All For One Abbvie; We weigh all decisions against the common good. We inspire, share and create as a team. We solve problems for all rather than serving our immediate team.

Decide Smart & Sure; We make intelligent decisions to create the best outcomes. We act quickly, embrace experimentation, and learn what doesn’t work and get on to what does.

Agile & Accountable; We streamline and eliminate unnecessary obstacles. We plan but adapt as we go. We delegate and make tough decisions to ensure focus on results, staying keenly aware of the urgency in all we do.

Clear & Courageous; Open, honest, candid dialogue is core to our work and how we act with each other. We share information freely and continuously to find solutions. We admit mistakes. We grow stronger by putting the courage of our conviction to the test.

Make Possibilities Real; We question with endless curiosity. We’re never satisfied with good enough - patients depend on us to deliver more. We challenge ourselves to find creative, constructive solutions to turn possibilities into reality.

CODE OF CONDUCT & BUSINESS INTEGRITY STATEMENT

AbbVie is committed to observing high integrity and ethical standards in all its business dealings with our customers, with each other, business partners and suppliers.

AbbVie as a responsible corporate citizen will adhere to these standards, as well as to local, national and international laws.

All AbbVie employees are responsible for maintaining the Company’s reputation for conduct in accordance with the highest level of business integrity, ethics and compliance with the law.

Soliciting and/or accepting/attempting/offering bribes or any illegal gratification is therefore cause for immediate dismissal.

AbbVie is committed to operating with integrity, driving innovation, transforming lives, serving our community, and embracing diversity and inclusion.

US & Puerto Rico only - to learn more, visit https://www.abbvie.com/join-us/equal-employment-opportunity-employer.html

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