Administrative Assistant

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.

The Administrative Assistant 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 functions but is expected to coordinate and operate cohesively with colleagues at various levels across many functions. This position requires coordination with functional colleagues, the broader Lilly administrative assistant community, internal/external business partners and/or vendors. The primary work site is located at our Lilly Philadelphia office.
 

Our future team member will be an exceptional teammate who is proactive, organized, efficient, detail‐oriented with a strong sense of urgency to complete tasks with high quality. In addition, the ideal candidate will be responsible for reinforcing a welcoming, collaborative environment for all Lilly employees and visitors through their daily work and interactions, communicating important information to the site, and collaborating with the site Operations team to provide prompt, effective support for the site. In addition, this position will be a part of the broader regional administrative model and will collaborate to meet the evolving needs of our regional sites.

Would you like to work for a world class pharmaceutical company? Apply today to join the Lilly Team!

Responsibilities for this role include:

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 improve schedule coordination
• Manage meetings of various sizes and complexity at the site. Assist in planning and 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
• Manage business partners’ passport and visa for international travel
• Process simple to complex expense reports (i.e., multi‐currency) including reconciliation of corporate and personal credit accounts used for business purposes in a prompt, accurate, and compliant manner

Interview management:

• Support candidate communications
• Schedule interviews in Workday and Outlook
• Schedule seminars and recruiting activities (as appropriate)
• Assist candidates with travel authorization as needed

Site Event and Communications Support:

• Support site wide events and philanthropic efforts as needed
• Support site wide communications as needed
• Support site wide presentations and execution of critical meetings as needed

Additional Support/Expectations:

• Adapt to change quickly as new guidance rolls out and tools for streamlining administrative work and business partner alignments are adjusted
• Provide direction and guidance to non-supported business partners so they can perform administrative tasks on their own (e.g., calendaring, travel, expense reporting)
• Attend various business meetings to understand the business area and priorities
• Attend team meetings as assigned or directed
• Support the coordination of involvement in professional meetings and conferences (maintain a list of relevant meetings, communicate timelines, track engagement, etc.)
• Create and edit documents, spreadsheets, and presentations
• Assist with administrative tasks in pre‐boarding and onboarding of new employees to the area as requested by site Operations leadership and/or business partners
• Identify innovative techniques to en