Administrative Assistant - Abbott Dubai Jobs

Job Description

About the job

About Abbott

Abbott is a global healthcare leader, creating breakthrough science to improve people’s health. We’re always looking towards the future, anticipating changes in medical science and technology.

Working at Abbott

At Abbott, you can do work that matters, grow, and learn, care for yourself and family, be your true self and live a full life. You will 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 around the world 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 a best place to work for diversity, working mothers, female executives, and scientists.
   

The Opportunity - Administrative Assistant

This position works out of our UAE office in the Established Pharmaceutical division.

This is a fixed term contract role for 1 year

Established Pharmaceuticals - 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.

Position Summary

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 Abbott’s global standards and local regulatory requirements.

What You'll Do-

• 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

• Bachelor’s degree or equivalent diploma in Business Administration or related field.
• Minimum 2–3 years of experience in an administrative or coordination role, preferably within a multinational or pharmaceutical environment.
• Mandatory experience of organizing and coordinating regional events.
• 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.

Connect with us at www.abbott.com, on Facebook at www.facebook.com/Abbott and on Twitter @AbbottNews and @AbbottGlobal.