Administrative Assistant

JOB DESCRIPTION:

Administrative Assistant-Gulf Levant and Emerging Markets (Fixed term contract)

Working at Abbott
At Abbott you can do work that matters grow and learn care for yourself and your family be your true self and live a full life. Youll also have access to:

• Career development with an international company where you can grow the career you dream of.

• A company recognized as a great place to work in dozens of countries worldwide and named one of the most admired companies in the world by Fortune.

• A company that is recognized as one of the best big companies to work for as well as the best place to work for diversity working mothers female executives and scientists.

Position: Administrative Assistant Gulf Levant and Emerging Markets

Report to: Executive Assistant to Regional Director Gulf Levant and Emerging Markets

This will be on fixed term contract for 1 year
This position works out of our UAE location in the Established Pharmaceuticals Division.

About Established Pharmaceuticals Division

We are committed to bringing the benefits of our trusted medicines to more people in the worlds fastest-growing countries. Our broad portfolio of high-quality and differentiated branded generic medicines reaches across multiple therapeutic areas including gastroenterology womens health cardiometabolic pain management/central nervous system and respiratory.

The Administrative Assistant will provide regional-level support for compliance healthcare professional (HCP) engagement third-party sponsorships financial administration and event coordination. The role requires a high degree of organizational efficiency compliance awareness and stakeholder management ensuring smooth execution of administrative tasks across Gulf Levant and Emerging Markets countries.

This position is critical to maintaining operational excellence supporting cross-country activities and ensuring compliance with Abbotts global standards and local regulatory requirements.

What Youll Work On

Event & Meeting Support

• Coordinate administrative tasks for regional events (e.g. Abbott-organized events speaker meetings training programs product launches).

• Manage documentation and approvals (PSAs LOAs sponsorship requests etc.) in alignment with compliance requirements.

• Ensure accurate tracking of attendees logistics vendor coordination and follow-up reporting.

• Provide support for both in-person and virtual meetings including agenda preparation minutes documentation and follow-up action tracking.

Healthcare Professional (HCP) & Third-Party Engagements

• Collect review and validate HCP documentation in line with compliance requirements.

• Support the submission and follow-up of third-party sponsorship requests (local and international).

• Maintain proper filing of contracts agreements and supporting evidence.

• Act as liaison with finance/procurement for timely processing of payments accruals and reconciliations.

Regional Administration

• Manage cross-country administrative requirements ensuring smooth execution of processes (visa letters travel requests hotel bookings invitations etc.).

• Support distribution of regional communications and data collection for reports trackers and presentations.

• Ensure compliance with internal audit and OEC guidelines for all promotional and non-promotional activities.

Financial & Compliance Support

• Coordinate vendor onboarding/re-activation processes in collaboration with Procurement and Finance.

• Track invoices and follow up on outstanding payments to ensure smooth financial operations.

• Preparing monthly/quarterly accruals and maintaining trackers for visibility.

• Support regional teams with compliance tools including FMV requests due diligence and vendor documentation.

General Administrative Support

• Maintain effective filing systems (digital and hard copy) for regional projects.

• Draft correspondence internal memos and standard templates.

• Provide day-to-day administrative support as required including travel arrangements visa processing hotel bookings and itineraries for regional visitors.

Qualifications & Skills

• Bachelors degree or equivalent diploma in Business Administration or related field.

• Minimum 23 years of experience in an administrative or coordination role preferably within a multinational or pharmaceutical environment.

• Strong knowledge of MS Office (Excel PowerPoint Outlook Teams).

• Excellent communication (written & verbal) and interpersonal skills.

• Strong organizational and multitasking abilities.

• High level of accuracy discretion and confidentiality in handling sensitive information.

• Familiarity with compliance procurement and finance processes is an advantage.

Key Competencies

• Attention to Detail: Ensures accuracy in documents records and compliance submissions.

• Collaboration: Works effectively with cross-functional and cross-country teams.

• Accountability: Delivers tasks within deadlines and upholds compliance standards.

• Adaptability: Responds to shifting priorities and manages multiple tasks effectively.

• Proactive Problem Solving: Anticipates needs identifies gaps and suggests process improvements.

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.

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The base pay for this position is