Administrative Assistant

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.

AbbVie is currently seeking a detail-oriented and proactive Administrative Assistant for a 6 month Max Term Contract based in Mascot before relocating to the Sydney CBD in Q4 2026. This position provides comprehensive administrative support to Medical teams, including managing calendars, travel arrangements, and expense reports for the Medical Director, coordinating internal and large scale external events, supporting Local Key User (LKU) activities and ensuring effective communication of departmental activities.

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 diary management and administrative support ensuring no scheduling conflicts, liaise with the Medical Director regarding competing priorities.
• Manage expenses on a weekly basis, booking flights and accommodation as needed.
• Schedule recurring medical meetings in alignment with key deliverables,
• Coordinate monthly MLT and various Medical Department meetings, handling agendas, logistics, action items, and presentations.
• Create slides for internal celebrations and manage logistics for the Annual Medical Conference, Advisory Board, and other events.
• Support Medical Deep Dive meetings and organize Medical end-of-year gatherings.
• Manage HCP travel & accommodation arrangements as required
• Act as Medical Financial Local Key User
• Process tax invoices including study invoices and purchase orders within SAP and handle new vendor requests.
• Manage monthly open PO reports and assist in managing the medical budget 
• Establish and maintain systems for MLT Strategic Priorities reporting and support data collection to demonstrate medical impact.
• For Evidence Generation activities support monthly dashboards and metrics where required.
• Develop and distribute medical newsletters, arranging committee meetings to coordinate content.
• Oversee new employee onboarding and off-boarding processes.
• Update organizational charts, manage external contractor spreadsheets.  
• Handle employee farewell collections and review MHI Resource Management Tool.
• Handle medical mail, stationery, IT orders, and annual subscriptions.
• Coordinate courier services, attend admin meetings, and manage the Medical SharePoint Site.
• Represent the department in EHS Committee meetings.
• 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.

• School Certificate level or Higher with a Secretarial/Administrative Diploma
• Financial administrative experience is preferred, but not essential
• 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 numeracy, 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.

AbbVie is an equal opportunity employer, and dedicated to fostering an inclusive, flexible, and supportive workplace that values and respects every individual. We are committed to operating with integrity, driving innovation, transforming lives, and embracing diversity and inclusion. It is AbbVie’s policy to employ qualified persons of the greatest ability. We ensure a fair and inclusive recruitment process without discrimination against any employee or applicant because of, and not limited to, race, religion, age, physical or mental disability, gender identity or expression, sexual orientation, or marital status. Our hiring process is flexible and accessible, so if you have any specific requests or accessibility requirement, please feel comfortable to let our team know by emailing [email protected] or speaking with your Recruiter and we'll make any necessary adjustments to accommodate your needs.

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. 

AbbVie is an equal opportunity employer and is committed to operating with integrity, driving innovation, transforming lives and serving our community.  Equal Opportunity Employer/Veterans/Disabled. 

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

US & Puerto Rico applicants seeking a reasonable accommodation, click here to learn more:

https://www.abbvie.com/join-us/reasonable-accommodations.html