Executive Assistant

Job Details
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 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 Summary:
This is an exciting opportunity for a skilled professional to provide critical administrative support to one or more business partners with a focus on Device, Delivery and Connected Solutions (DDCS) within Product Research & Development (PRD) at Lilly. This individual will operate cohesively with colleagues at various levels across multiple business units. This position requires coordination with DDCS colleagues, internal/external business partners and/or vendors. A strong sense of urgency is required to complete tasks as well as the ability to navigate and solve challenges as they arise. The position requires a proactive, organized professional capable of managing complex administrative tasks in a dynamic team environment.
Responsibilities:
Successful executive assistants consistently function at the highest level with the utmost regard for the Lilly values (Integrity, Excellence, and Respect for People) in the following areas:

• Working independently and confidently
• Utilizing excellent written and verbal communication skills to effectively interact with all personal styles
• Consistently achieve results with business partners and others across multiple functions
• Always demonstrate personal maturity and discretionary judgment; perform with high energy, integrity, honesty, trustworthiness, and the ability to keep sensitive matters confidential
• Flexibility, dependability, and responsiveness
• Performing at the highest skill level in each of the following areas:

Meeting Coordination

• Proactively maintain complex, 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-scale, complex meetings at various locations; assist with planning logistics including travel arrangements, meeting space, calendaring, identifying/scheduling conference rooms, setting up A/V, 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

Additional Support/Expectations

• Be flexible and model positive, constructive communication behaviors, such as always using a professional, confident tone of voice in the work environment with external parties and Lilly employees at all levels
• Serve as the key contact person in the area to minimize disruptions for the direct and indirect business partners
• Adapt quickly to changing guidance, policies and tools for streamlining administrative work and business partner alignments as needed
• 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
• Create and edit documents, incl. MS Word, Excel, PowerPoint as needed
• Create and maintain group lists, distribution lists, spreadsheets, databases, and SharePoint collaboration sites
• Identify innovative techniques and processes to increase productivity across the team
• Serve as a backup for other executive assistants to meet workload deadlines or during absences from the office
• Act as a team leader for administrative assistants in the DDCS area
• Handle additional administrative support or special projects as assigned

Basic Requirements

• High School Diploma or GED
• Minimum of five years of experience in a professional work environment or in administrative/office management/coordinator position
• Strong knowledge and experience with Microsoft programs (Word, Excel, PowerPoint, Outlook, Teams, etc.)
• Proficiency with SharePoint
• Must be able to maintain confidential information

Additional Preferences:

• BS degree a plus
• Ability to work beyond traditional support tasks and assist with managing a growing internal workload (inclusive of ensuring actions are tracked, managed, and the supporting systems are maintained
• Being flexible and on call outside the regular workday, including evenings, weekends, holidays, and vacation time and being available by cell phone, e-mail, and/or voicemail
• Strong track record of supporting leaders and leading projects
• Strong experience with Concur Travel and Expense Reporting
• Good and thoughtful listener with strong interpersonal and organizational skills
• Ability to embrace change and thrive in a fast paced, evolving environment
• Ability to work independently with a high level of self-management in a dynamic work environment
• Ability to prioritize and seek guidance when multiple and competing priorities arise
• Excellent written and verbal communication skills with fluency in the English language
• This role requires an onsite presence at our Indianapolis location (LTC North)

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 role.Lilly is dedicated to helping individuals with disabilities to actively engage in the workforce, ensuring equal opportunities when vying for positions. If you require accommodation to submit a resume for a position at Lilly, please complete the accommodation request form ( ) for further assistance. Please note this is for individuals to request an accommodation as part of the application process and any other correspondence will not receive a response.
Lilly is proud to be an EEO Employer and does not discriminate on the basis of age, race, color, religion, gender identity, sex, gender expression, sexual orientation, genetic information, ancestry, national origin, protected veteran status, disability, or any other legally protected status.
Our employee resource groups (ERGs) offer strong support networks for their members and are open to all employees. Our current groups include: Africa, Middle East, Central Asia Network, Black Employees at Lilly, Chinese Culture Network, Japanese International Leadership Network (JILN), Lilly India Network, Organization of Latinx at Lilly (OLA), PRIDE (LGBTQ+ Allies), Veterans Leadership Network (VLN), Women's Initiative for Leading at Lilly (WILL), enAble (for people with disabilities). Learn more about all of our groups.
Actual compensation will depend on a candidate's education, experience, skills, and geographic location. The anticipated wage for this position is
$29.56 - $43.37
Full-time equivalent employees also will be eligible for a company bonus (depending, in part, on company and individual performance). In addition, Lilly offers a comprehensive benefit program to eligible employees, including eligibility to participate in a company-sponsored 401(k); pension; vacation benefits; eligibility for medical, dental, vision and prescription drug benefits; flexible benefits (e.g., healthcare and/or dependent day care flexible spending accounts); life insurance and death benefits; certain time off and leave of absence benefits; and well-being benefits (e.g., employee assistance program, fitness benefits, and employee clubs and activities).Lilly reserves the right to amend, modify, or terminate its compensation and benefit programs in its sole discretion and Lilly's compensation practices and guidelines will apply regarding the details of any promotion or transfer of Lilly employees.
#WeAreLilly
Company
Science has been our calling from the beginning. Colonel Eli Lilly founded the company in 1876 and charged employees to "take what you find here and make it better and better." More than 147 years later, we remain committed to his vision through every aspect of our business and the people we serve, starting with discovering the best treatments for those who take our medicines and extending to health care professionals, employees and the communities in which we live. Moreover, you can also count on the team at Lilly to be incredibly civic-minded, supporting our communities through philanthropy, volunteerism, and a creative and innovative can-do spirit.
Company info
Location 893 S Delaware St
Indianapolis
Indiana
46285
United States
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