Operations and Administrative Assistant

Company Description

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 – immunology, oncology, neuroscience, and eye care – and products and services in our Allergan Aesthetics portfolio. For more information about AbbVie, please visit us at www.abbvie.com. Follow @abbvie on X, Facebook, Instagram, YouTube, LinkedIn and Tik Tok.

Job Description

• Reporting to the Site Operations Manager at DJS Antibodies (an AbbVie company)
• Based at the Headington site in Oxford.
• Comprehensive salary, bonus and benefits package.

Role overview:

The Operations & Administrative Assistant is a multifaceted role essential for maintaining the smooth operation of the facility by providing administrative and operational support. Reporting to the Site Operations Manager, you will partner with local and international colleagues across Finance, Procurement, Discovery Research Operations, and International Shipping, acting as the on-site coordinator for implementing changes and problem solving as issues arise. In this role, you are responsible for managing the team calendar and ensuring weekly staff meetings and regular 1:1 meetings are scheduled.

Key Responsibilities:

• Responsible for team calendar management for weekly all-staff meetings and key cross-functional 1:1 meetings.
• Working with multiple stakeholders within AbbVie to facilitate vendor onboarding, raising Po’s, consumable order tracking and consumable invoice approval.
• Identifying UK-specific supply chain economies of scale and developing alternative supply chains and back-up products. Assisting team members to obtain quotes, source, and order lab consumables, checking stock levels: ensuring correct approvals are obtained.
• Liaising with Finance and PTP to ensure invoices raised by suppliers are paid in a timely and process-compliant manner. Providing adequate pressure to project teams or business partners to meet timeline and deliverables.
• International and domestic Travel booking and co-ordination for internal and external meetings and conferences.
• Co-ordinating shipping with AbbVie shipping centers and local scientists, preparing shipping documentation and temperature-appropriate packing of shipments.
• Co-ordination of routine office housekeeping to include being part of laboratory Rota, ordering office supplies.
• Manage and administer DJS SharePoint sites, ensuring correct access controls managing confidential information and documentation. Understands AbbVie’s policies and procedures.
• Co-ordination of local recruitment processes including aptitude tests, interview panels and laboratory assessments.
• Support Site Operations Manager and other team members with ad-hoc tasks as required.

Qualifications

• Significant and proven experience working as a Project coordinator/Administrative Assistant/Office Manager.
• Good written and verbal communication skills.
• Ability to organise multiple tasks with great accuracy for detail.
• Experience in handling purchasing, credit control and general finance queries.
• Requires essential IT skills including such as: Outlook, Word, Excel, MS Project, SharePoint, and PowerPoint.
• Knowledge of UK Health and Safety procedures.
• Travel and event management experience.

Additional Information

AbbVie is an equal opportunity employer and is committed to operating with integrity, driving innovation, transforming lives, serving our community and embracing diversity and inclusion. It is AbbVie’s policy to employ qualified persons of the greatest ability without discrimination against any employee or applicant for employment because of race, color, religion, national origin, age, sex (including pregnancy), physical or mental disability, medical condition, genetic information, gender identity or expression, sexual orientation, marital status, status as a protected veteran, or any other legally protected group status.

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

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