Executive Assistant

Job description

JOB DESCRIPTION:About Abbott Abbott is a global healthcare leader that helps people live more fully at all stages of life. Our portfolio of life-changing technologies spans the spectrum of healthcare, with leading businesses and products in diagnostics, medical devices, nutritionals and branded generic medicines. Our 109,000 colleagues serve people in more than 160 countries. Working at Abbott Abbott is a global healthcare leader that helps people live more fully at all stages of life. Our portfolio of life-changing technologies spans the spectrum of healthcare, with leading businesses and products in diagnostics, medical devices, nutritionals and branded generic medicines. Our 109,000 colleagues serve people in more than 160 countries. 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. Abbott Legal offers interesting, challenging and rewarding work that encompasses a diverse portfolio of products – from consumer products to innovative medical technologies. We provide the opportunity to interact with customers and colleagues from around the world. Like the Abbott businesses we support, Abbott Legal is a dynamic organization and we are committed to developing our employees to meet the evolving needs of the company. Abbott is regarded as an employer of choice for our commitment to workplace excellence. Our employees are given the tools to succeed, lead and grow, with challenging opportunities and work that makes a difference. Discover a world of opportunities at Abbott. ____________________________________________________________________________________ The Opportunity We are seeking a highly organized, proactive and technologically sophisticated Executive Assistant to provide strategic administrative, operational and project management support to the DVP & Associate General Counsel International Legal Operations and other senior Legal and Compliance team members based in Dubai. This role is critical to ensuring the efficient operation of a fast-paced regional legal and compliance organization spanning multiple countries, business units, and time zones. The successful candidate will act as a trusted partner to senior leadership, managing complex schedules, coordinating regional initiatives, supporting legal and compliance activities, and driving operational excellence through the effective use of technology, automation, and AI-enabled tools including Microsoft Copilot. The ideal candidate is an exceptional communicator, a skilled project coordinator, highly adept with Microsoft 365 applications, and able to independently manage competing priorities while maintaining the highest standards of professionalism, discretion, and confidentiality. What You'll Do Executive Support Manage highly complex and frequently changing calendars for senior legal and compliance leadership. Coordinate meetings across multiple countries, time zones and stakeholders. Prioritize meeting requests and proactively resolve scheduling conflicts. Organize internal and external meetings, leadership offsites, workshops, and regional team events. Prepare agendas, meeting materials, pre-read packs, briefing documents, and follow-up action trackers. Attend meetings when required and prepare accurate meeting minutes and action summaries. Monitor and follow up on key deliverables and commitments arising from meetings. Act as a key point of contact for internal and external stakeholders on behalf of senior leaders. Travel & Expense Management Coordinate all domestic and international travel arrangements, including flights, hotels, visas, ground transportation, meeting logistics, and itineraries. Prepare comprehensive travel packs and briefing materials. Process expense reports accurately and in accordance with company policies. Track approvals and ensure timely reimbursement and expense reconciliation. Support budget administration and monitoring for departmental activities. Legal & Compliance Team Support Coordinate the preparation and distribution of legal and compliance reports, presentations, dashboards and periodic updates. Support the organization and management of legal department records, documentation and filing systems. Assist with document management, contract administration, signatures and approval workflows. Coordinate legal and compliance training sessions, workshops and regional meetings. Support compliance and governance processes, including tracking action items, certifications, training completion and periodic reporting. Maintain strict confidentiality regarding privileged, commercially sensitive and personal information. Project Management & Operational Excellence Support the Legal and Compliance team to manage assigned cross-functional projects and departmental initiatives from planning through execution. Develop project timelines, trackers, reporting dashboards and status updates. Coordinate stakeholders and follow up on deliverables to ensure objectives are completed on time. Support annual planning activities, department objectives and operational reviews. Identify opportunities to improve processes, increase efficiency and enhance collaboration across the team. Develop and maintain standard operating procedures, templates and administrative best practices. Presentation & Communications Support Prepare sophisticated executive-level PowerPoint presentations, reports, dashboards and visual communications. Transform complex legal, compliance, and business information into professional and engaging presentation materials. Draft, edit, proofread and format correspondence, reports, policies, presentations and other business documents. Ensure consistency, accuracy, and professionalism across all communications. Digital Transformation & AI Enablement Maximize the use of Microsoft 365 tools including Outlook, Teams, Word, Excel, PowerPoint, SharePoint, OneDrive, Planner and Copilot. Create and maintain automated workflows, document repositories, trackers and collaboration tools. Identify opportunities to leverage AI and digital solutions to improve productivity and efficiency. Develop, configure, and manage Copilot-based agents and automated solutions to support recurring administrative, reporting, and project management activities. Act as a technology champion for the Legal & Compliance team, promoting adoption of new digital tools and best practices. Office & Team Support Coordinate onboarding activities for new team members. Facilitate office access, visitor management and administrative logistics as required. Maintain departmental records and organizational charts. Coordinate procurement of office supplies and other administrative requirements. Provide back-up support to other administrative professionals when needed. Required Qualifications Bachelor's degree or equivalent professional qualification. Minimum 5 years of experience supporting senior executives, preferably within a multinational corporation. Experience supporting Vice President, General Counsel, Regional Director or equivalent executive-level leaders. Experience working in legal, compliance, professional services, financial services, healthcare or other highly regulated environments is preferred. Proven experience managing multiple priorities across international and culturally diverse teams. Required Skills & Competencies Communication Excellent written and verbal communication skills in English. Ability to communicate confidently with senior executives and stakeholders across all levels of the organization. Strong drafting, proofreading and presentation preparation skills. Arabic languag