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Administrative Assistant- Lilly Development Organization - United States  

Company managed [?] Still accepting applications

Posted on : 15 April 2017

Project Description

32123
Administrative Assistant- Lilly Development Organization
Indianapolis
Indiana
United States
Local
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.

Overview
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.

Position Behaviors

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.

Collaboration
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


Communication Management
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.


Technology

  • 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


Compliance

  • 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



Characteristic Duties

  • 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

32123BR
  • High School Diploma/GED
  • Must have at least three years of recent Administrative Assistant experience or equivalent experience (e.g., project management, customer relationship management)
  • 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.
  • Demonstrated ability with:
    • Electronic calendaring for multiple business partners
    • Travel coordination for business partners
    • Expense reporting preparation
    • Microsoft Office Suite experience with Word, PowerPoint, Excel, Outlook
    • Large scale meeting preparation
    • Strong communication skills
    • Strong problem-solving skills
    • Effective time management
    • Requires limited supervision
    • Must be able to maintain confidential information
  • 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.