Administrative Assistant - Lilly Medicine Foundry

Role Summary

Administrative Assistant to Lilly Medicine Foundry. Provide critical administrative support to multiple business partners in a dynamic team environment. Primary focus in one or more assigned business areas, coordinating with colleagues across business units and with internal/external partners and vendors. Must be proactive, organized, detail-oriented with a strong sense of urgency to complete tasks and able to navigate a variety of challenges.

Initial location at Lilly Technology Center, Indianapolis; permanent location at the Lilly Medicines Foundry in Lebanon, Indiana. Travel may be required, including international travel for business partners.

• Proactively maintain daily calendars for multiple business partners and coordinate with others outside of the work group to maximize schedule coordination.
• Manage large-scale, complex meetings at various locations; assist with planning logistics including calendaring, identifying/scheduling conference rooms, setting up equipment, and coordinating materials and/or catering as needed.
• Coordinate and arrange travel, including international and multi-city travel, for business partners including air, hotel, and rental car.
• Manage business partners’ passport and visa for international travel.
• Process complex expense reports (multi-currency) including reconciliation of corporate and personal credit accounts used for business purposes in a timely and accurate manner.
• Adapt quickly to change guidance and tools for streamlining administrative work and business partner alignments.
• Provide direction and guidance to non-supported business partners so they can perform administrative tasks (calendaring, travel, expense reporting, etc.).
• Attend various business meetings as needed to understand the business area and priorities.
• Create and edit documents, spreadsheets, and presentations as needed.
• Create and maintain group lists, distribution lists, spreadsheets, databases, and collaboration sites.
• Assist with administrative tasks for site recruiting and onboarding of new employees as requested by business partners and recruiting.
• Assist with administrative tasks in pre-boarding and onboarding of new employees to the area as requested by business partners and recruiting.
• Identify innovative techniques to increase productivity across the team.
• Serve as a backup for other administrative assistants to meet workload deadlines or during absences.
• Handle additional administrative support or special projects as assigned.

• Required:
  
  High School Diploma or GED
• Required:
  
  Minimum of three years of experience in a professional work environment or in administrative/office management/coordinator position
• Required:
  
  Proficiency with SharePoint, Word, Excel, PowerPoint, Outlook and Teams
• Required:
  
  Authorized to work in the United States on a full-time basis
• Preferred: BS degree
• Preferred:
  Demonstrated ability to handle change and work with forward-looking technologies
• Preferred:
  Ability to work beyond traditional support tasks and manage internal workload and supporting systems
• Preferred:
  Strong experience with Travel and Expense Reporting
• Preferred:
  Good and thoughtful listener with strong interpersonal and organizational skills
• Preferred:
  Ability to embrace change and thrive in a fast-paced, evolving environment
• Preferred:
  Ability to work independently with high self-management in a dynamic work environment
• Preferred:
  Ability to prioritize and seek guidance when multiple and competing priorities arise
• Preferred:
  Excellent written and verbal communication skills
• Preferred:
  Must be able to maintain confidential information
• Preferred:
  Fluent in English

• Proficiency with Microsoft Office suite (SharePoint, Word, Excel, PowerPoint, Outlook) and Teams
• Strong interpersonal and organizational skills
• Excellent written and verbal communication skills
• Ability to work independently with high level of self-management
• Ability to prioritize and manage multiple priorities
• Fluent in English
• Ability to maintain confidential information