Senior Administration Assistant (City of Sydney)

Job Description AbbVie is currently seeking a detail‑oriented and proactive Senior Administrative Assistant for a 12 month, Max Term Contract chance based in Mascot before relocating to the Sydney CBD in Q4 2026. This position provides comprehensive administrative support to the Value & Access and External Policy (ExPo) teams, including managing calendars, travel arrangements, and expense reports for two Senior Directors, processing purchase orders and invoices, and coordinating internal and external events. 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 general administrative assistance and support to the Value & Access Team and the ExPo team
- Assist the V&A; and ExPo teams in the coordination of agreements/other business communications and ensuring that all legal documents are retained and logged according to relevant policies and processes
- Raise purchase requests and process invoices through accounts payable systems to meet Finance and Operations’ timelines.
- Collate, store and/or submit any documentation relating to payments (ie. Invoices, contracts and agreements) to ensure unwavering adherence to relevant finance/regulatory policies and standards.
- Maintain knowledge and skills of support tools used to perform this role efficiently and effectively.
- Assist the V&A; and ExPo teams in the organisation of events, internal and external training sessions, and other meetings as required
- Coordinate the onboarding of new employees (equipment, training schedule, schedule meet & greets etc.) to ensure all employees are made to feel welcome and set‑up for success.
- Support the V&A; Director and Director of External Affairs with their agenda, travel booking arrangements and expense reports
- Lead the administrative elements of the annual Week of Possibilities volunteering event
- Participate in/coordinate special projects, as required
- Identify and propose solutions for process improvements
- Role model AbbVie Ways We Work, and company culture
- Support reimbursement compilation and editing, and inputting submission into HPP
- Monitor HPP and circulate communications to relevant Value & Access team members
- Collate and validate government rebate invoices and price disclosure requirements
- Support for All Employee Meetings – room bookings and catering.
- Manage the administrative processes for Week of Possibilities and ad hoc volunteering administration requests e.g. processing matched donations paperwork
- Coordinate material development including liaising with the agencies, printing, distribution, updating materials, re‑approvals/ withdrawals and inventory to support internal and external events
- 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.
- Other ad hoc duties, as requested. Qualifications
- Experience working with C‑suite executives within a multinational, matrix organisation
- 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 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. Equal Opportunity Employer Statement AbbVie is an equal opportunity employer and is committed to operating with integrity, driving innovation, transforming lives and serving our community. Equal Chance Employer/Veterans/Disabled. US & Puerto Rico only
- to learn more. US & Puerto Rico applicants seeking a reasonable accommodation, click here to learn more. #J-18808-Ljbffr Apply on Kit Job: kitjobau.com/job/3rov89