Executive Assistant, GM/President

Job Description

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.

Company Overview

At Lilly, we’re inspired to make a difference in people’s lives every day – through the discovery of life-changing medicines, better understanding of disease management and support for people living with illness and their families and friends. Our work today – from our research programs to our volunteer initiatives – is a reflection of our heritage of uniting caring with discovery to make life better for people around the world.
We are committed to investing in our employees – through competitive salaries, training and development, health, and the opportunity to do good. The pharmaceutical industry is a complex, rapidly changing environment and we are looking for highly capable people to help us accomplish our mission!

Executive Assistant

The Executive Assistant, is responsible for providing communication, scheduling, and operations support for the General Manager, Director of HR, and Director of Finance and Operations of Eli Lilly Canada
The position requires the ability to exercise good judgment in a variety of situations, have strong written and verbal communication, administrative and organizational skills, and maintain a realistic balance among multiple priorities and handle confidential matters with discretion.
We are looking for someone who is highly proactive and adaptable. Someone who looks to take on new projects in different areas of the business and work to develop a clear understanding of things that may be new and looking jump into new environments, technologies and projects.'

Responsibilities:

Scheduling Management
• Lead the daily calendar management of one or more department members - including scheduling, meetings prioritization, scheduling conflicts, updating availability, authorizing changes to dates and locations, etc.
• Prioritizing and organizing time and ensuring that the business partners are adequately prepared for each day’s activities (e.g. agenda, pre-read materials, etc.)
• Interacting with individuals from other organization’s and external parties in coordinating schedules
• Assistance with visitors
Communication Management
• Serve as the key contact person in the area to minimize disruptions for the direct and indirect business partners
• Directing incoming requests and faxes to the appropriate personnel
• Handling e-mail responses as requested by the business partners (read, evaluate, respond, forward, and/or delete as appropriate)
• Compose first-draft documents from rough information from business partners
• Edit and proofread documents for content, style, and accuracy
• Preparing agendas and distributing minutes
• Coordinate translation of key affiliate wide communications from business partners
Operational Support
• Be trusted to take on special projects as needed, which may span different areas of the business—from projects focusing on operation improvements to data analysis and data compilation
• Create and prepare invoices for processing (PO and non-PO invoices) and manage ongoing contracts with external vendors.
• Create and manage access and general maintenance of SharePoint sites, teams, group mailing lists and internal employee portals and drives
• Coordination of site administrative planning, events, process improvements and assignments, with other company administrative assistants
• Support successful onboarding of new employees and employee changes following onboarding processes
• Perform general administrative tasks, such as mailings, faxing, scanning, and photocopying documents.
Travel
• Coordinate travel and meeting requests for key department members and key external parties, at internal and outside functions, activities, board meetings, including hotel, flights, ground transportation
• Managing and maintaining all travel requirements and meeting planning with global processes including: Providing system generated travel itineraries, Conference registration, Passport/visa management, Process travel authorizations
• Coordinate with relocation company for physical moves for incoming and outcoming international employees
Expense Reporting
• Manage and process expense reports on business partner behalf
• Mailing receipts when required
• Processing missing receipt affidavits when required

Qualifications:

• 5+ years as an executive assistant supporting executive leadership
• Ability to embrace new technology, and are energized by diving in and learning best practices to support the affiliate
• Demonstrate strong data acumen—ability to derive valuable, relevant, and actionable insights that drive clear business decisions
• Self Starter with ability to anticipate the needs of business partners and initiate appropriate action/ recommendations to ensure the most effective use of resources and time.
• Attention to detail, excellent critical thinking, problem-solving and decision making skills
• Strong communication skills, both verbal and written
• Interpersonal skills
• Demonstrated customer focused attitude
• Strong computer hardware and software skills
• Ability to work effectively, both independently and within a team environment
• Strong organizational and time management skills

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 ( [email protected] ) 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.

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.