Executive Assistant - Allergan Aesthetics

Job Description

JOB SUMMARY: Personal assistants act as the managers first point of contact with people from both inside and outside the organization.

• devising and maintaining office systems, including data management and filing;
• arranging travel, visas and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations;
• screening phone calls, enquiries and requests, and handling them when appropriate;
• meeting and greeting visitors at all levels of seniority;
• organizing and maintaining diaries and making appointments;
• dealing with incoming email, faxes and post, often corresponding on behalf of the manager;
• carrying out background research and presenting findings;
• producing documents, briefing papers, reports and presentations;
• organizing and attending meetings and ensuring the manager is well prepared for meetings;
• liaising with clients, suppliers and other staff.

In addition to supporting managers, their team and departments, PAs also have their own personal workload and responsibilities may include:

• carrying out specific projects and research;
• Process all submitted requests from commercial team in AbbVie SRM system to raise the purchase order in timely manner to facilitate the business.

• Generates monthly promo spending breakdown report from SRM system for BUD to facilitate division margin analysis.
• Brand meetings? governance by following up each stakeholder on weekly basis to update agreed actions that reflects practical results.
• Provide updated monthly performance dashboard to AA-KSA team for monthly brand meeting, extracted by regional team.
• Keep tracks of AA-KSA Promo budget & actual spending on monthly basis by aligning with finance/procurements monthly P2P tracker.
• Ensure securing best possible rates from our vendors for External & Internal promo activities/events, to reduce cost & have positive impact on promo budget.

EXPERIENCE/KNOWLEDGE

• Secondary Education and/or successful completion of relevant certificate / diploma course
• Administration or Secretarial qualification preferred
• Demonstrable administrative or secretarial experience working in a flexible team environment supporting Senior Management and their teams
• Experience in congress/events, meetings management and in agency management
• Excellent verbal, written and interpersonal skills, fluency in English, additional languages desirable
• Excellent computer skills and proficiency with Microsoft Office products.
• Excellent organizational and co-ordination skills

BEHAVIOURS/VALUES

• Communication / Quality Orientation: Able to confidently communicate with all levels in the organization in a multi-cultural/country environment; reliable, accurate and precise (IMPACT)
• Customer Focus / Building Trust: Implements to meet customer and organization?s needs; works with complete confidentially and discretion, gives confidence (CUSTOMER FOCUS)
• Adaptability: Flexible and able to adjust positively in a change orientated environment with the ability to multi-task; demonstrates creativity (INNOVATION)

• Managing Work: Structured and organized with excellent prioritization and time management, ensures that work is completed efficiently (COLLABORATION)
• Contributes to Team Success: A team player but also able to work autonomously with initiative; organized and able to prioritize effectively (COLLABORATION)
• Engagement Readiness: High work ethic, able to work under pressure and be pro-active; takes action to build relationships (PEOPLE and PASSION)
• Driving for Results: Action orientated and comfortable working to tight and changing deadlines; excellent influencing and negotiation skills (IMPACT)

Other requirement (i.e. travel) Travel within Gulf region (20-30%)OTHER Each employee is responsible for conducting his or her 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, including but not limited to our Code of Ethics and Business Conduct and other policies applicable to your job, and external laws and regulations governing your activities.
• Exhibits high business ethics standard in dealing with internal and external stakeholders, including dealing with others honestly and openly, showing accountability, being reliable and trustworthy and being loyal to the company.
• Completes all required compliance and ethics related training within required timelines.
• Encourages a high level of understanding of and adherence to compliance and ethics amongst colleagues and third parties.
• Fully co-operates in any internal and external audits, investigations and inspections.

Keyskills :