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Administrative Assistant - United States  

Company managed [?] Still accepting applications

Posted on : 12 June 2017

Project Description

33895
Administrative Assistant
Indianapolis
Indiana
United States
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.
Position is located at Lilly Corporate Center and primarily supports the Sr. Directors and their respective organizations.
Position provides administrative support, schedule management, office management, meeting coordination and other supportive duties for direct and indirect business partners to make them more productive and effective. Position requires excellent interpersonal skills to manage the complexities of the workplace.

Primary Position Responsibilities:

Schedule Management, including:
  • Maintaining daily calendars, adding and deleting entries, updating availability, authorizing changes to dates and locations, etc.
  • Coordination of calendars and meetings with non-company and internal team members.
  • Scheduling ad hoc and/or recurring meetings including one-to-ones, small group and staff meetings
  • Arranging travel requests for key department members, coordinating attendance at outside functions, activities, board meetings, etc. and anticipating travelers’ individual needs and preferences.
  • Providing planning and logistical support for multi-day Lilly meetings/conferences
  • Scheduling and logistical support for video-conferencing and/or teleconferencing meetings for local and global audiences
Office Management, including:
  • Serving as a resource to the area, explaining corporate and departmental procedures
  • Initiating contact with others outside the department to proactively obtain needed information
  • Maintaining, handling, and processing confidential information
  • Serving as a backup for other administrative personnel
  • Solving complex department administrative problems independently
  • Representing the administrative staff or the department on task forces or committees
  • Interacting frequently with upper levels of management, both internally and externally
  • Developing complex queries and running reports used by the business partner or within the department
  • Developing and maintaining rosters and group mailing lists
  • Developing and maintaining databases and spreadsheets for use in tracking complex activities
  • Preparing invoices for processing (PO and non-PO invoices)
  • Prioritizing urgent issues from a large volume of requests
  • Taking a leadership position during a crisis or emergency situation
  • Preparing Expense Reports
  • Loading Individual Training Plan assignments
Personal Management, including:
  • Strong interpersonal skills
  • Written and verbal communication skills
  • Computer hardware and software skills
  • Decision making and problem solving skills
33895BR
  • High school diploma/GED
  • 3+ years of experience in an administrative assistant
  • Completion of Post Offer Exam, Completion of Work Simulation or Completion of Administrative Skills Testing if applicable.
  • 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.
  • Experience supporting global teams, specifically managing calendars in various time zones
  • Experience supporting the Lilly Diabetes BU and/or Medical Digital Capabilities
  • Proficiency in Outlook, scheduling, calendaring, business travel, meeting planning and coordination
  • Experience with collaboration sites, iPad, Box
  • Proficiency with Concur Expense Reporting Solutions
  • Ability to work independently and strong track record of exercising good judgment
  • Ability to respect confidentiality
  • Ability to make decisions on behalf of business partners, including in a time-sensitive and pressure situation
  • Project Management skills
Requires on-site presence during core working hours.

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.