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.