Netherlands Job Openings

AbbVie

Assistant Office Management

Zwolle

FULL TIME

August 26, 2024

Company Description
The Management Assistant is an integral part of the Office Management team of Abb Vie Logistics, whose key objectives are to provide dedicated supports the local Management Team, as well as support with the general and administrative operations, activities and events of the organisation.

Job Description
Primary Roles and Responsibilities
Management Team Assistance

Providing dedicated administrative and organizational support to 3 to 6 members of the Management Team directly or through collaboration with the rest of the Office Management team. The support primarily consists of:
- document management (documentation copying, scanning, filing, notarization, retention and disposal)
- correspondence
- calendar support and maintenance
- organizing travel and accommodation arrangements (incl. taxi, train, flight, visa, accommodation, agenda, etc.)
- basic support for management reporting (maintenance of organizational charts & other report consolidation, distribution, etc.)
- administration of shopping cart requests, confirmation of service receipts, etc.
- Expense reporting
- purchase and maintenance of office supplies and consumable
Organizing internal and external meetings and events, incl. invitations, agendas, bookings of venues, catering, transportation, hospitality and entertainment, taking minutes and note action/decision points including timelines and action owners, etc.

Office Management Assistance
As part of the Office Management team, contributing to achieve the team’s commitments and objectives, as well as supporting the team’s initiatives such as:

Maintenance and update of Narrowcasting and its contents
Maintenance of the bike fleet incl. tracking of usage and return of company’s bikes
Support of VLOG’s Leadership team initiatives (External and Internal Visibility, Pipeline, Business Review; SAP/LKU Community, etc.)
Initiating, contributing and supporting (improvement) projects and initiatives
Ensuring adequate level of office supplies for the departments, in a cost-effective manner
Coordination with the (external) reception desks of the building in terms of office access, use of common areas and parking, visitor access (badges), etc.
Supporting Environment, Health and Safety initiatives and activities
Mail and confidential documentation handling, retention and disposal
Organizing internal and external meetings and events, incl. invitations, agendas, bookings of venues, catering, transportation, hospitality and entertainment, taking minutes and note action/decision points including timelines and action owners, etc.
Coordination and executions of elements of the onboarding program for new employees
Maintenance of mailing lists, and access rights to shared storage systems and locations

Qualifications

Bachelor’s degree or equivalent based on work experience
Secretarial courses completed
Demonstrable experience in a similar role within a fast-paced, international environment
Good understanding of the business processes and requirements
Excellent knowledge of Dutch and English spoken and written
Good knowledge of MS Office
High level of integrity
Proactive and independent, stress-resistant and honest, positive mindset
Ability to prioritize tasks and handle various tasks as once
Customer focus (internal & external)
You have a right to work in Netherlands

Additional Information

Abb Vie 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 Abb Vie’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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