The Administrative Assistant role is designed to provide critical administrative support to business partners and departments in meeting company and departmental goals/objectives. All Administrative Assistants (B1-B3) perform and/or oversee a variety of associated administrative activities. Each level has specific transferable skills and expectations required. The expectations and responsibilities will progressively increase as you move up through the B levels.
Responsibilities are typically grouped into the following primary areas. Please note that specific requirements for a particular position are not limited to the below behaviors and may differ based upon management expectations and/or position. Questions regarding specific job responsibilities should be directed to your immediate supervisor.
Administrative Assistants are expected to effectively work with and provide service to internal and external customers as well as share information and solicit input.
Group problem solving – actively participates in work group(s) by listening and implementing suggested solutions
Producing results with others – contributes opinions and supports group decisions
Gaining organizational support – recognizes the need for and seeks input from others
Identifies techniques to increase productivity
Initiates contact and establishes good working relationships with others within and outside the department to maximize schedule coordination
The ability to effectively interact with others is a fundamental expectation. Administrative Assistants should be able to develop factual and logical presentation of ideas and opinions and display effective listening skills. They should also generate trust, establish rapport and communicate clearly in both written and oral forms.
Verbal and written skills – creates, edits and/or proof-read communications for others
Listening and understanding – seeks information to enhance understanding
Conflict resolution – deals respectfully with others; attempts to resolve personal conflicts without intervention
Shared learning – communicates established processes and procedures
Communicates regularly with the business partner to keep him/hr informed of department or other important activities.
Influence and Leading
Administrative Assistants should provide a strong sense of purpose and mission for their work. This includes developing a structure and work process that promotes high levels of success. They should guide and coach others to think through alternatives and serve as an example to others by setting high expectations. They may also serve as a coach and/or mentor others when appropriate.
Influences the direction of plans for a work unit or local business area
Acts as change agent and influences others to understand, support and drive improvements
Utilize available methods for increased learning and development, i.e., Lilly approved training resources, career planning, development plan, etc.
Trains and/or coaches peers
Critical Thinking and Problem-Solving
Administrative Assistants should be able to identify and resolve problems through research, analysis and testing of alternative approaches and solutions. The use of innovative and creative actions and ideas to improve processes and services should be employed.
Anticipates and solves problems that occur
Defines problems and implements solutions – breaks down simple problems into component parts and chooses from established alternative solutions
Innovation and continuous improvement – adapts and improves established approaches to work
Challenges the status quo and recommends alternative solutions.
Stay abreast and utilize technology to optimize efficiency. This may include utilizing technology to produce documents, satisfy meeting needs, communication tools, etc.
Become familiar with available technology to improve processes
Create, maintain and utilize technology effectively to manage group lists, distribution lists, databases, collaboration sites, etc.
Assist team members in utilizing and staying current on technology
Follow all policies as outlined in The Red Book – Code of Business Conduct, for direction on conducting business consistent with the company’s values, legal obligations, and policies
Protect confidential information and corporate documents with absolute integrity and discretion
Serve as key resource to department by becoming familiar with all applicable departmental and corporate policies and procedures
Complete all required training
Manage time to meet the multiple demands of the job
Proactively maintain daily calendars of business partners, includes scheduling ad hoc and recurring meetings
Arrange travel for key department members for attendance at customer meetings, outside functions, activities, board meetings, etc. Anticipate travelers’ individual needs and preferences to ensure compliance to Lilly Travel Policies and Procedures.
Plan meetings and events of various sizes at both offsite and onsite locations
Maintain, handle, and process confidential information
Serve as a backup for other administrative personnel
Coordinate departmental transactions in SAP
Represent the administrative staff or the department on task forces or committees
Create, update and maintain area’s shared information, including posting monthly reports and schedules to website, database, collaboration site, etc.
Prepare Electronic Expense Reporting System (EERS) requests