Personal Assistant to General Manager - Midrand at AbbVie

Responsibilities:

• Provide strategic administrative support to the GM to support optimal use of executive time, resources and effective achievement of the GM's goals and responsibilities;
• Manage projects on behalf of the GM including follow-up with staff or senior leaders on deliverables;
• Anticipate the GMs needs and proactively bring together appropriate people and other resources to support the GM in addressing challenges;
• Assisting the GM with strategic projects. Managing project-based tasks to ensure the GM meets his deadlines, assisting with tracking priorities and metrics;
• Maintain and optimize document management systems, streamline expense reports, and manage other administrative tasks of the GM;
• Serves as the lead in preparation for AMT meetings, including tracking, monitoring, and following the progress of open items, drafting the agenda, monitoring attendance setting the timetable for AMT material preparation, producing a final draft and accurate minutes;
• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers, and hosts;
• Act as an internal and external ambassador for AMT;
• Supports in planning and execution of AMT related meetings / events and manages end-to-end communication related to the event with the AMT;
• Responsible for compliance with applicable Corporate and Divisional Policies and procedures. Follows purchasing and requisition procedures;
• Creating purchase order requests;
• Co-lead planning and executing National Sales Conference, Plenary and Gala events;
• Serves as Security Co-ordinator / Administrator;
• Interacts with high-level executives and handles confidential or business-sensitive information;
• May include some support for tracking budget expenditures;
• Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations;
• Orders business cards and stationery where applicable;
• Uses and understands Microsoft Office Suite and other business-specific software;
• May train/coordinate work for new administrative assistants;
• Operates with general instruction and some supervision;
• Organizing business trips (travel and accommodation) and travel expense claims for GM;
• Long and short term Visa application support for GM and his/her dependants (where applicable);
• Proactively identifies and resolves scheduling conflicts;
• Support delivery of an employee experience that aligns with our culture and articulated EVP;
• Reconcile GM accounts.

Key Stakeholders:

• GM, AMT, Regional Leadership Team, Regional Admin support team

Requirements:

• English proficiency;
• Experience in pharmaceutical industry is preferred but not critical;
• Relevant Diploma or equivalent;
• 5+ years Personal Assistant experience or equivalent;
• Intermediate to advanced knowledge of Microsoft Office Suite.