About this role
Full Assistant Support for UK Medical Director, including:
Full Diary Management and arrangement and co-ordination of meetings including 1:1s, Direct Report meetings, offsite and other management meetings.Email screening, dealing where necessary on behalf of MD.Chase for responses to requests so they are provided in a timely mannerMeetings support – agenda preparation, slide preparation, minute taking, meeting follow upHODs MeetingHOMAs MeetingMedical TA ReviewsManaging travel and accommodation arrangements and providing Director with full travel itineraries including any related meeting documentation.Assistance with all aspects of on-boarding of new Heads of Medical and other team membersConference and course registrations.Financial administration/ supportSupport Medical Heads / MD Direct Reports where necessaryUK ALT /WEC Deadlines: Ensure Medical Director has any supporting information/documentation to be able to respond in a timely manner.WEC Monthly HighlightsPrepare in timely manner for MD to check and then enter into Survey Monkey for submission to WECAffiliate Monthly Highlights: Request updates from Medical Heads, compile and send to GM’s Assistant by due date.Liaise with WEC Assistant and Ops Team and UK Affiliate Assistants, in particular ALT AssistantsMedical Events:Medical Offsite Annual MeetingBi-Monthly Medical Townhall EventsMedical Day at Brand Workshops/January Conference - Cross-Function working as part of Steering CommitteeOn-Boarding of new Heads of Medical and other team members - including arranging induction meetings, equipment; processes, book onto Head Offcie Induction – follow On-Boarding Check list; Access to Medical Drive, ISOTrain, Training FoldersVeeva/Foresight – Preparation of Monthly Dashboards templates to send to HODs and collate their dashboards into master Dashboard for MD.OTHER RESPONSIBILITIES:
MLOR:Set Up MeetingsChase for supporting documentation prior to the meeting to give to MLOR Team in advance of the meetingChase quarterly for update on the projects discussed from the project ownerOrganisation Charts:Keep updated monthly – get signed by MD and file; send to UK GM’s Assistant ror adding to UK Intranet; upload to WEC Organisation Charts Sharepoint SiteKeep Divisional Signature Log up to date with starters and leaversKeep FullTime (WEC System) updated with staff movementsAdvise relevant stakeholders of starters and leavers – eg. ISOTrain Accounts, Access to Medical DriveEmail Distribution ListsChase for ISOTrain – Late TrainingArrange MeetingsWEC Visits – Annual Deep Dive Meeting and WEC Medical Townhall to all 19 WEC CountriesCo-ordinate all logistics of the meeting and for WEC/Global visitors.TownhallOne R&D: Assist with meetings, attend. Keep MSL Site Tracker updated quarterly in liaison with SM&MBusiness Continuity Planning (BCP): – Coordinate annual BCP Test Day, collate responses and ensure Third Party Contact Spreadsheet is kept update.Support Medical Affairs HCV/SPD and Medical Affairs Dermatology TeamsAd Boards, venues, PSAs, FMVIFT Meetings support – venue arrangementSponsorshipsPaymentsPOsProviding office-based administrative support, direction and coordination of day to day logistical issues where appropriateSupport PV and MIMR Teams as required – Finance supportCo-ordinate with other Medical Admins meeting to improve and maximise efficiencyRegular Medical Admins meeting with Finance and OECUndertake any ad hoc projects.Ensuring general administration is managed appropriately and kept up to date. ACCOUNTABILITY
To liaise with other Assistants/Administrators to share best practice and where appropriate to provide cover for other Assistants/Administrators within Medical Division.To use company administration systems and processes in line with policies and guidelines.GENERAL ACCOUNTATIBILITIES
To liaise with other Administrators within and between Divisional Teams and other divisions to share best practice and where appropriate to provide cover for other Assistants/Administrators within the Division.To comply with the company’s policies and procedures to meet statutory, quality and business requirements within the overall strategy and objectives of AbbVie Ltd.Responsible for the health, safety and environmental performance of themselves and others through compliance within EHS programs, regulations and standards. Subject to the policy and procedures outlined in the EHS Handbook.Note: This job description describes the principal and main elements of the job. It is a guide to the nature and main duties of the job as they currently exist, but is not intended as a wholly comprehensive or permanent schedule and is not part of the contract of employment. 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.
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