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Lilly Administrative Assistant FDE in Indianapolis, Indiana

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 35,000 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.

Organization Overview

This position is an exciting opportunity for a skilled professional to provide critical administrative support to multiple business partners in a dynamic team environment. The position has a primary focus in one or more assigned business areas, but must coordinate and operate cohesively with colleagues at various levels across all business units. This position requires coordination with business unit colleagues, the administrative assistant community, internal/external business partners and/or vendors. This position requires an exceptional team player who is proactive, organized, detail‐oriented with a strong sense of urgency to complete tasks. This is one of several positions that are part of the ASC Team. This administrative assistant will provide administrative support to business partners in one of those business areas and will report to a Manager of the Administrative Services Center.

RESPONSIBILITIES

Calendaring and Meeting Coordination:

  • Proactively maintain 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, complex meetings at various locations and of various sizes. Assist in the planning logistics by calendaring, identifying/scheduling conference rooms, setting up equipment, 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.

  • Facilitate and coordinate procuring and/or renewing business partners’ passport and visa for international travel.

  • Process expense reports, including complex reports (i.e. multi‐currency and reconciliation of corporate accounts used for business purposes in a timely and accurate manner.

Additional Support/Expectations:

  • Embrace change and be adaptable

  • 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 ASC team meetings as assigned or directed.

  • Create and edit documents, spreadsheets and presentations.

  • Create and maintain group lists, distribution lists, spreadsheets, databases and collaboration sites.

  • Assist with administrative tasks in pre‐boarding and onboarding of new employees to the area as requested by the ASC manager and/or business partners.

  • Identify innovative techniques to increase productivity across the team.

  • Serve as a backup for other administrative assistants to meet workload deadlines or during absences from the office.

  • Handle additional administrative support or special projects as assigned by the ASC manager.

Basic Qualifications

  • High School Diploma/GED-

  • Minimum of three years' experience in a professional work environment or in administrative/office management/coordinator positions

  • 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

Additional Skills/Preferences

  • Previous experience with travel/expense reporting (Concur experience preferred)

  • Prior experience booking travel (Concur experience preferred)

  • Complex meeting scheduling (Microsoft Outlook experience preferred)

  • Excellent Prioritization/organization skills

  • Strong attention to detail

  • Strong problem solving skills

  • Demonstrated experience multi-tasking while working in fast-paced environment

  • Previous experience providing support for multiple people

  • Large meeting coordination/event planning preferred

  • Proficient knowledge of Microsoft programs (Outlook, Skype, Word, PowerPoint, Excel, SharePoint, etc.)

  • Ability to work independently with a high level of self-management in a dynamic work environment

  • Strong Interpersonal and organization skills

  • Ability to prioritize and seek guidance when multiple and competing priorities arise

  • Excellent written and verbal communication skills

  • Must be able to maintain confidential information

  • Fluent in English

Additional Information

  • This position is for a fixed duration of two years with the potential to extend for up to 4 years.

  • Ability to work overtime if requested

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.

As a condition of employment with Eli Lilly and Company and its subsidiaries in the United States and Puerto Rico, you must be fully COVID-19 vaccinated and provide proof of vaccination satisfactory to the company. If you would like to request an accommodation for medical or religious reasons, you may do so at workplace_adjustment@lilly.com.

At Lilly we strive to ensure our employees are part of a team that cares about them and our shared purpose of making life better for those around the world. How do we do this? We continue to look for ways to include, innovate, accelerate and deliver while maintaining integrity, excellence and respect for people.​ We hope that you seek to join us on our journey as we create medicine and deliver improved outcomes for patients across the globe!

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