JOB DESCRIPTION:About AbbottAbbott is a global healthcare leader that helps people live more fully at all stages of life. Our portfolio of life-changing technologies spans the spectrum of healthcare, with leading businesses and products in diagnostics, medical devices, nutrition, and branded generic medicines. Our 113,000 colleagues serve people in more than 160 countries.Working at AbbottAt Abbott, you can do work that matters, grow, and learn, care for yourself and family, be your true self and live a full life. You will have access to:\xc2\xb7 Career development with an international company where you can grow the career you dream of.\xc2\xb7 A company recognized as a great place to work in dozens of countries around the world and named one of the most admired companies in the world by Fortune.\xc2\xb7 A company that is recognized as one of the best big companies to work for as well as a best place to work for diversity, working mothers, female executives, and scientists.\xc2\xb7DiagnosticsWere empowering smarter medical and economic decision making to help transform the way people manage their health at all stages of life. Every day, more than 10 million tests are run on Abbotts diagnostics instruments, providing lab results for millions of people.Our rapid diagnostics solutions are helping address some of the worlds greatest healthcare challenges.Job Summary-Executive Assistant will work to support the Divisional Vice President-EMEA and leadership team and organizes, plans and performs a variety of administrative support duties. The preferred candidate takes initiative to ensure work is done accurately, completely, and in a timely manner. Performs advanced secretarial duties and attends to a variety of matters of business and personal nature for the directors. Understands the objectives of the function & maintains an excellent follow-up system. Provides high-level administrative support to executives and management groups by executing the day-to-day operations of the office. Handles information requests, gathers materials for reports and performs clerical functions such as preparation of correspondence, receives visitors, arranges conference calls, and schedules meetings and diary management. Able to work with minimum supervision and thrive under pressure. Proactive, resourceful, and efficient with high level of professionalism.WHAT YOULL DO\xc2\xb7 Manages executive's calendar and independently schedules appointments. Screens incoming calls and correspondence and responds independently when possible.\xc2\xb7 Directs preparation of records such as agenda, notices, and minutes for corporate meetings and all executive meetings.\xc2\xb7 Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings. Facilitates visas and booking as well as logistics.\xc2\xb7 Re-routes urgent matters for attention in the absence of the Functional Head. Communicates with company senior managers and executives and external stakeholders.\xc2\xb7 Coordination of the monthly meetings including collating the management packs in advance of the meetings, and taking accurate minutes during the meeting (when required).\xc2\xb7 Typing, compiling, collating, updating and formatting of documents, spreadsheets and presentations.\xc2\xb7 Manages events and conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers and involvement in budget control.\xc2\xb7 Can work independently on projects from conception to completion. Organizes and plans logistics (i.e. facility selection, menu planning, transportation arrangements and audio/visual equipment) for company meetings, special events and conferences.\xc2\xb7 Can negotiate prices where necessary & ensures protocol is followed and in line with compliance\xc2\xb7 Liaise and co-ordinate with hotels, conference venues for best possible prices and physical visit to new venues to check on suitability and appropriateness.\xc2\xb7 Synchronize all functional events on functional calendar, coordinate events and promote synergy within leadership team.\xc2\xb7 Assists the Senior Leadership Team during the development of major projects from commencement to completion. Monitors progress of project activities and assists the Team with documentation when necessary. Schedules status updates and prepares supporting documents. All ad-hoc project administration.\xc2\xb7 Provide specialized administration functions involving compiling and arranging data, making computations, laying out and preparing reports, processing and coding documents and maintaining specialized and comprehensive records and filing. Prepares reports and resolves discrepancies.\xc2\xb7 Arranging and making diary entries Arrangements of meetings including all required resources and confirmation of attendance with attendees i.e. Director/s, Managers; Local, International & external parties where applicable. Consultation of all diary entries with director daily to ensure smooth running of same. Advice Managers and Director on how to leverage on different functional events by sharing calendar and maximizing on the events already booked.\xc2\xb7 Co-ordination and management of visit programs for overseas senior visitors airport transfers, inland transfers business and private, accommodation arrangements, meeting arrangements with various parties as required by the visitors, feedback of arrangements to concerned parties. Making sure that all other arrangements are intact always. Including Itinerary and agenda.\xc2\xb7 Manage & process all purchase requisitions by ensuring that they are properly administered in the system and support the team with monitoring, reconciling and reporting on the status of Purchase Orders and Goods Receipts.\xc2\xb7 Ensure payment to all vendors & checking that all invoices are in line with our procurement policy.\xc2\xb7 Manage the liquidation process by reconciling Directors expenses supporting the expense reporting via concur. Monthly reconciliation of corporate card statements for team members\xc2\xb7 Raising all IT related systems request\xc2\xb7 Ordering and distributing stationery for the area according to procedures.\xc2\xb7 Responsible for implementing and maintaining the effectiveness of the Abbott Quality System\xc2\xb7 Liaising with EMEA team with regards to meetings, information and documents required.\xc2\xb7 Overseeing and agreeing contracts and providers for services including security, parking, cleaning, catering, technology etc.\xc2\xb7 Supervising multi-disciplinary teams of staff including cleaning, maintenance, grounds and security\xc2\xb7 Ensuring that basic facilities, such as water and heating, are well-maintained\xc2\xb7 Managing budgets and ensuring cost-effectiveness\xc2\xb7 Ensuring that facilities meet government regulations and environmental, health and security standards\xc2\xb7 Advising businesses on increasing energy efficiency and cost-effectiveness on a yearly basis\xc2\xb7 Overseeing building projects, renovations or refurbishments\xc2\xb7 Move offices from one building to another and have design input for new building\xc2\xb7 Drafting reports and making written recommendations\xc2\xb7 Supervising Facilities Administrator and Receptionist at the officeEDUCATION AND EXPERIENCE, YOULL BRING\xc2\xb7 Business Administration Qualification.\xc2\xb7 A minimum of (5) years work experience.\xc2\xb7 Effective in planning and organizing, Project Management and Office Management.\xc2\xb7 Should be proficient in PowerPoint (advanced), Excel & Word (Intermediate)\xc2\xb7 Knowledge of SAP /Concur and related\xc2\xb7 Support all Company initiatives as identified by management and in support of Quality Management Systems (QMS), Environmental Management Systems (EMS), H & S and other regulatory requirements.\xc2\xb7 Must have strong verbal and written communication, interpersonal, organizational and basic math skills.\xc2\xb7 Must be able to use discretion and handle sensitive/confidential information.\xc2\xb7 Experience working in a broad enterprise/cross-division business unit model preferred.\xc2\xb7COMPENTENCIES REQUIRED :\xc2\xb7 Ability to work in a highly matrixed and geographically diverse business environment.\xc2\xb7 Ability to leverage and/or engage others to accomplish work.\xc2\xb7 Must be adept at handling multiple assignments (multi-tasking and prioritizing) to ensure completion in a timely manner while meeting assigned deadlines.\xc2\xb7 Must be able to maintain a high degree of confidentiality and professionalism.\xc2\xb7 Must be able to conform to all internal and standard company procedures.Follow your career aspirations to Abbott for diverse opportunities with a company that can help you build your future and live your best life. Abbott is an Equal Opportunity Employer, committed to employee diversity.Connect with us at , on Facebook at and on Twitter @AbbottNews and @AbbottGlobal.The base pay for this position is N/AIn specific locations, the pay range may vary from the range posted.JOB FAMILY: Administrative SupportDIVISION: ID Infectious DiseaseLOCATION: United Arab Emirates
Dubai : Ubora Tower2ADDITIONAL LOCATIONS:WORK SHIFT: StandardTRAVEL: Not specifiedMEDICAL SURVEILLANCE: Not ApplicableSIGNIFICANT WORK ACTIVITIES: Not Applicable

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