Administrative Assistant - dubai - Abbott

Description

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:
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.
Job Details


JOB FAMILY:
Administrative Support


DIVISION:
EPD Established Pharma


LOCATION:
United Arab Emirates > Dubai : Dubai Airport Freezone Building 5WA Floor 8

ADDITIONAL LOCATIONS:

WORK SHIFT:
Standard


TRAVEL:
Not specified


SIGNIFICANT WORK ACTIVITIES:
Not Applicable
The base pay for this position is N/A. In specific locations the pay range may vary from the range posted.
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