Administrative Assistant

At Lilly, the work is demanding because patients are waiting. We unite caring with discovery to help make life better for people around the world, knowing that every decision, every detail, and every day matters. Headquartered in Indianapolis, Indiana, our over 50,000 employees around the globe take on complex challenges to discover and deliver life-changing medicines, strengthen how health is understood and managed, and support the communities we serve. This is hard, urgent, selfless work—but it’s work worth doing. If you’re driven by purpose and ready to bring your best to work that truly matters for patients, we invite you to join us. 

Site Overview

Lilly is currently constructing an advanced manufacturing facility for small molecules and peptides (active pharmaceutical ingredients) in Huntsville, Alabama. This facility is intended to provide capacity for current and future products.  This is a unique opportunity to be a part of the startup of a manufacturing site, and the ideal candidate will help to build the organization, the facility, and the culture to enable a successful startup into GMP manufacturing operations.    

Administrative Assistant

This position is an exciting opportunity for a skilled professional to provide critical administrative support to the Site Head and multiple business partners in a dynamic team environment. 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 job description outlines the general nature and level of the work. It is not intended to be an exhaustive list of all responsibilities or skills associated with the position. 

Responsibilities

Meeting Coordination:

• Proactively maintain daily calendars for the Site Head and 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.
• Prepare meeting materials, presentations, and meeting minutes.

Travel and Expenses:

• Coordinate and arrange travel, including more complex travel (e.g., international, multi‐city travel) for the Site Head and business partners including (but not limited to) air, hotel and rental car.
• Manage Site Head and 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:

• Adapt to change quickly.
• Attend various business meetings as needed to understand the business area and priorities.
• Perform general administrative tasks such as photocopying and ordering supplies.
• Act as a liaison for computer and software support.
• Coordinate employee office assignment, office moves, and maintain office equipment.
• Process accounts payable invoices and distribute incoming mail.
• Create and edit documents, spreadsheets and presentations.
• Create and maintain group lists, distribution lists, spreadsheets, databases and collaboration sites, including monthly metrics and reports.
• Assist with administrative tasks in pre‐boarding and onboarding of new employees to the area as requested by the Site Head and/or business partners.
• Facilitate internal and external communications as well as respond to customer inquiries and requests.
• Identify innovative techniques to increase productivity across the team.
• Serve as a backup for other administrative assistants in order to meet workload deadlines or during absences from the office.
• Handle additional administrative support or special projects as assigned by the Site Head.

Basic Qualifications

• High School Diploma
• Minimum of three years of experience in an administrative/office management/coordinator position.
• 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

• Experience supporting executives
• Strong Interpersonal, organization skills, and attention to details
• Proficient knowledge of Microsoft programs (Word, Excel, PowerPoint, Outlook, Skype, SharePoint etc.)
• Ability to work independently with a high level of self-management in a dynamic work environment
• Ability to adapt to change and process improvements
• Problem-solving and troubleshooting capabilities
• 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
• Knowledge of SharePoint collaboration site maintenance
• Knowledge of Concur Travel and Expense Reporting 

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 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 (AMECA), Black Employees at Lilly (BE@Lilly), Chinese Culture Network (CCN), EnAble, Evolve, Lilly Indian Network (LIN), Organization of Latinx at Lilly (OLA), Pride (LGBTQ+ Allies), Veterans Leadership Network (VLN) and Women’s Initiative for Leading at Lilly (WILL).

Actual compensation will depend on a candidate’s education, experience, skills, and geographic location.  The anticipated wage for this position is

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.

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