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.
All Executive Assistants are responsible for communication, schedule and office management, as well as support tasks for direct and indirect business partners. Successful senior executive assistants consistently work at the highest level with maximum adherence to Lilly's values (integrity, excellence, and respect for people), covering the following aspects:
Responsibilities Related to Communication
- Establish flexibility and maintain positive and constructive communication, as well as uphold a professional tone in the workplace with external collaborators and Lilly employees at all levels.
- Ensure the highest level of confidentiality for all information received for all business partners.
- Possess excellent written and verbal communication skills to interact effectively with diverse personal styles of collaborators.
- Act as the key point of contact in the area to minimize disruptions for direct and indirect business partners.
- Manage email responses as requested by the business partner (read, evaluate, respond, forward, and/or delete as appropriate).
- Collect, monitor, analyze, and communicate metrics as needed.
- Assist in the preparation, planning, and execution of internal and external audit processes.
Time/Activity Management Responsibilities
- Maintain updated daily calendars for organizational leaders.
- Schedule internal and external meetings with organizational collaborators.
- Coordinate travel arrangements for business partners when appropriate.
- Effectively organize all travel logistics, including air, hotel, ground transportation, meeting sites, participants, and itineraries for business partners.
- Schedule and coordinate periodic meetings and reviews.
- Identify stakeholders, manage relationship building, and coordinate event organization.
- Provide backup support for other administrative colleagues when necessary
Office Administration Responsibilities
- Organize committees or leadership teams, including members from various departments.
- Facilitate employee transfers and onboarding processes.
- Manage and oversee internal and external visitor processes.
- Perform general administrative tasks such as mailings, scanning, and photocopying documents.
- Ensure order management, storage, and budget tracking to meet necessary requirements.
- Develop and maintain records, as well as manage and safeguard them.
- Prepare invoices with or without purchase orders.
Basic Requirements
- English proficiency.
- High school diploma or equivalent.
- Relevant experience as an administrative assistant or equivalent.
Additional Skills/Preferences
- Experience with Microsoft Office Suite (Word, PowerPoint, Excel, Outlook) and expense reporting tools.
- Ability to work independently with little or no guidance (proactive and self-taught).
- Achieve consistent results while demonstrating maturity and personal discretion.
- Strong verbal communication skills, including handling demanding external clients.
- High level of trust, ethics, and ability to manage sensitive information.
- Strong time and activity management and organizational skills.
- Excellent problem-solving ability
- Experience working with and support expatriates
- Works proactively and takes initiative
- Identifies opportunities and improving processes to make the business better
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 (https://careers.lilly.com/us/en/workplace-accommodation) 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 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.
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