Lilly Protomer Operations, Administration and Chief of Staff in Pasadena, California
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.
At Lilly, we serve an extraordinary purpose. We make a difference for people around the globe by discovering, developing and delivering medicines that help them live longer, healthier, more active lives. Not only do we deliver breakthrough medications, but you also can count on us to develop creative solutions to support communities through philanthropy and volunteerism.
This position provides critical project and administrative support to our business in a dynamic fast paced environment. The position is based in Pasadena, California. The qualified candidate must be able to effectively manage projects, site initiatives and use various Lilly software and scheduling systems, expensing system and be able to coordinate and operate cohesively with colleagues at various levels across multiple business units and sites.
This position is first to support the head of the Pasadena site and provide site, operational and administrative support to the VP of Protomer team, and secondarily serves as chief of staff to the team in helping with procurement, scheduling, planning, execution and tracking of meetings, etc.
This position requires coordination with business unit colleagues, the administrative assistant community, internal/external business partners and vendors.
This position requires an exceptional team player who is proactive, organized, detail‐oriented with a strong sense of engagement and urgency to complete tasks.
Provide Administrative Support to the VP of Protomer and Chief of Staff (50%)
Provide administrative support for the VP of Protomer
Manage emails and interactions between the VP of Protomer and other senior level leaderships across the organization, schedule meetings and handle requests for meetings with Protomer VP
Calendaring and meeting coordination for VP of Protomer
Serve as the main support and chief of staff to the site head, maintaining calendar and organizing meetings, travel, and expense reports for the site and in particular for the site VP
Proactively maintain daily calendars initiate contact and establish good working relationships with others outside of the work group to maximize schedule coordination.
Serve as a site concierge to support visitor facility access and coordinate local arrangements.
Coordinate and facilitate the use of conference rooms (including required technology) for team and vendor meetings including setting up equipment, ordering materials and/or catering as needed.
Answer routine correspondence and assemble highly confidential and sensitive information.
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.
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.
Will be expected to be proficient in and potentially responsible for performing additional scheduling duties for the business partners at the site. This may also include personally directing local activities and special functions.
Projects Tracking and Support (50%)
Act as a liaison for the VP and site personnel with regards to operational processes
Responsible for updating internal team timelines, calendars and task trackers
Responsible for taking meeting minutes, keeping time of meetings, planning meeting times and updating meeting schedules
Responsible for working with academic centers and other researchers to coordinate Protomer’s regular seminar series and external meeting planning
Responsible for purchasing chemicals and supplies for the Protomer staff
Responsible for collecting data and preparation of metrics
Responsible for tracking budget for Protomer and providing updates to the VP
Lead the coordination of key meetings and site visits
Ownership for SharePoint sites, Teams pages, databases, etc. as assigned
High school diploma
5 years (minimum) of experience working as an administrative assistant or in a business support role ideally within the Biotech or Pharma environment.
Bachelors degree in sciences or related field is preferred
Project management skills to coordinate projects.
Flexible to changes in the work or the organization.
Previous experience with travel booking and expense reporting (Concur experience preferred)
Complex meeting scheduling experience (Microsoft Outlook experience preferred)
Professional demeanor and excellent written and verbal communication skills.
Able to work within a fast-paced environment, adept at juggling multiple tasks and priorities and prioritizing independently.
Enthusiastic, self-motivated and keen to improve processes and overcome inefficiencies.
Effective collaborator with a variety of stakeholders, thoughtful listener and team player.
Strong attention to detail
Strong problem-solving skills
Previous experience providing support for multiple people
Ability to prioritize and seek guidance when multiple and competing priorities arise
Must be able to maintain confidential information
Eli Lilly and Company, Lilly USA, LLC and our wholly owned subsidiaries (collectively “Lilly”) are committed to help individuals with disabilities to participate in the workforce and ensure equal opportunity to compete for jobs. If you require an accommodation to submit a resume for positions at Lilly, please email Lilly Human Resources ( LillyRecruitingCompliance@lists.lilly.com ) for further assistance. Please note This email address is intended for use only to request an accommodation as part of the application process. Any other correspondence will not receive a response.
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Our employee resource groups (ERGs) offer strong support networks for their members and help our company develop talented individuals for future leadership roles. Our current groups include: Africa, Middle East, Central Asia Network, African American Network, Chinese Culture Network, Early Career Professionals, Japanese International Leadership Network (JILN), Lilly India Network, Organization of Latinos at Lilly, PRIDE (LGBTQ + Allies), Veterans Leadership Network, Women’s Network, Working and Living with Disabilities. Learn more about all of our groups.
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 (subject to applicable law).