This position is an exciting opportunity for a skilled professional to provide critical administrative support to multiple business partners in a dynamic team environment. The position has a primary focus in one or more assigned business areas, but must coordinate and operate cohesively with colleagues at various levels across all business units. This position requires coordination with business unit colleagues, the administrative assistant community, internal/external business partners and/or vendors.
This position requires an exceptional team player who is proactive, organized, detail‐oriented with a strong sense of urgency to complete tasks.
This is one of several positions that are part of the ASC Team. This administrative assistant will provide administrative support to business partners in one of those business areas and will report to a Manager of the Administrative Services Center.
This job description outlines the general nature and level of the work. It is not intended to be an exhaustive list of all responsibilities or skills associated with the position. We anticipate that future process improvements may alter the tasks and services that are provided by this role.
Proactively maintain daily calendars for multiple business partners; initiate contact and establish good working relationships with others outside of the work group to maximize schedule coordination.
Manage large, complex meetings at various locations and of various sizes. Assist in the planning logistics by calendaring, identifying/scheduling conference rooms, setting up equipment, ordering materials and/or catering as needed.
Travel and Expenses:
Coordinate and arrange travel, including more complex travel (e.g., international, multi‐city travel) for business partners including (but not limited to) air, hotel and rental car.
Manage business partners’ passport and visa for international travel.
Process complex expense reports (i.e. multi‐currency) including reconciliation of corporate and personal credit accounts used for business purposes in a timely and accurate manner.
Adapt to change quickly as the ASC Leadership Team rolls out guidance and tools for streamlining administrative work, and business partner alignments are adjusted.
Provide direction and guidance to non-supported business partners so they can perform administrative tasks on their own (e.g., calendaring, travel, expense reporting, etc.).
Attend various business meetings as needed to understand the business area and priorities.
Attend ASC team meetings as assigned or directed.
Create and edit documents, spreadsheets and presentations.
Create and maintain group lists, distribution lists, spreadsheets, databases and collaboration sites.
Assist with administrative tasks in pre‐boarding and onboarding of new employees to the area as requested by the ASC manager and/or business partners.
Identify innovative techniques to increase productivity across the team.
Serve as a backup for other administrative assistants in order to meet workload deadlines or during absences from the office.
Handle additional administrative support or special projects as assigned by the Manager
At Lilly, we unite caring with discovery to make life better for people around the world. We are a global healthcare leader headquartered in Indianapolis, Indiana. Our 39,000 employees around the world work to discover and bring life-changing medicines to those who need them, improve the understanding and management of disease, and give back to our communities through philanthropy and volunteerism. We give our best effort to our work, and we put people first. We’re looking for people who are determined to make life better for people around the world.
High School Diploma/GED
Minimum of three years of experience in an administrative environment
Qualified candidates must be legally authorized to be employed in the United States. Lilly does not anticipate providing sponsorship for employment visa status (e.g., H-1B or TN status) for this employment position
This position is not permanent. It is for a fixed duration of two years with potential to extend annually for up to 4 years.
Lilly is an EEO/Affirmative Action Employer and does not discriminate on the basis of age, race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, protected veteran status, disability or any other legally protected status.
Strong Interpersonal and organization skills
Proficient knowledge of Microsoft programs (Word, Excel, PowerPoint, Outlook, Skype, SharePoint etc.)
Ability to work independently with a high level of self-management in a dynamic work environment
Ability to adapt to change and process improvements
Ability to prioritize and seek guidance when multiple and competing priorities arise
Excellent written and verbal communication skills
Must be able to maintain confidential information
Fluent in English
Knowledge of SharePoint collaboration site maintenance
Knowledge of Concur Travel and Expense Reporting