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. You'll 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

Reporting

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 world’s fastest‑growing countries. Our broad portfolio of high‑quality and differentiated branded generic medicines reaches across multiple therapeutic areas including gastroenterology, women’s health, cardiometabolic, pain management / central nervous system, and respiratory.

Responsibilities 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.
• Prepare monthly/quarterly accruals and maintain 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

• Bachelor’s 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: W…