Administrative Assistant - Lilly Medicine Foundry

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 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.

Lilly recently announced a $4.5 billion investment to create the Lilly Medicine Foundry, a new center for advanced manufacturing and drug development. The first-ever facility of its kind, combining research and manufacturing in a single location, the Medicine Foundry will allow Lilly to further develop innovative solutions to optimize manufacturing processes and increase capacity for clinical trial medicines, while also reducing costs and environmental impact.

Position Summary:

This 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 and the ability to navigate and solve a variety of challenges.

Responsibilities:

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-scale, complex meetings at various locations; assist with planning logistics including: 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. 
• Manage 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 quickly to change guidance and tools for streamlining administrative work and business partner alignments as needed. 
• 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 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 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 in order to meet workload deadlines or during absences from the office. 
• Handle additional administrative support or special projects as assigned.

Basic Requirements: 

• High School Diploma or GED 
• Minimum of three years of experience in a professional work environment or in administrative/office management/coordinator position. 
• Proficiency with SharePoint, Word, Excel, PowerPoint, Outlook and Teams required
• Qualified applicants must be authorized to work in the United States on a full-time basis. Lilly will not provide support for or sponsor work authorization or visas for this role, including but not limited to F-1 CPT, F-1 OPT, F-1 STEM OPT, J-1, H-1B, TN, O-1, E-3, H-1B1, or L-1.

Additional Preferences:

• BS degree a plus
• Demonstrated ability to handle change and work with forward looking technologies
• Ability to work beyond traditional support tasks and assist with managing a growing internal workload (inclusive of ensuring actions are tracked, managed, and the supporting systems are maintained.
• Strong experience with Travel and Expense Reporting  
• Good and thoughtful listener with strong interpersonal and organizational skills
• Ability to embrace change and thrive in a fast paced, evolving environment
• Ability to work independently with a high level of self-management in a dynamic work environment 
• 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:

• Initial location at Lilly Technology Center, Indianapolis. 
• Permanent location at the new Lilly Medicines Foundry in Lebanon, Indiana. 

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 Network, Black Employees at Lilly, Chinese Culture Network, Japanese International Leadership Network (JILN), Lilly India Network, Organization of Latinx at Lilly (OLA), PRIDE (LGBTQ+ Allies), Veterans Leadership Network (VLN), Women’s Initiative for Leading at Lilly (WILL), enAble (for people with disabilities). Learn more about all of our groups.

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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