Sr Executive Assistant-IPM

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.

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.

Purpose: this senior executive assistant role supports the Sr. Vice president of Indianapolis Parenteral Manufacturing. The purpose of the senior executive assistant role is to provide communication, schedule, travel, office management, and other supportive duties for the business partners. The role is to assist in making the workgroup, all business partners, and themselves more productive and capable.

Successful Senior Executive Assistants consistently function at the highest level with the utmost regard for the Lilly values (integrity, excellence, and respect for people) in the following areas:

Working independently and confidently with little guidance from others

Utilizing excellent written and verbal communication skills to effectively interact with all personal styles

Consistently achieving results with business partners and others across organization

Demonstrating personal maturity and discretionary judgment at all times; performing with high energy, integrity, honesty, trustworthiness, and keeping sensitive matters confidential

Being flexible and dependable

Primary responsibilities:

 Communication management

Serving as the key contact person in the area to help build relationships, as well as to minimize disruptions for direct and indirect business partners

Preparing presentations from concepts provided either in written or verbal form using appropriate software packages

Being flexible and on call outside the regular workday

Maintaining direct, open, and consistent communication with business partners, regardless of the location of either, in order to relay important information and provide support as needed

Schedule management

Prioritizing and organizing the business partner’s time and ensuring that (s)he is adequately prepared for each day's activities

Screening and communicating activities, meetings, events, etc. The business partner will or will not be able to attend and coordinating all arrangements for attendance at those function

Taking action and make independent decisions as requests come in for business partners

Coordinating townhalls, conferences, and other site-wide events.

Arranging all travel, with every detail finalized, to allow the business partner to focus on the business at hand (details may include hotel, ground transportation, meeting sites, participants, and itinerary)

Office management

Providing feedback and coaching to business partner and others in the area

Coordinating and directing day-to-day activities to make sure deadlines are met

Acting as a mentor and resource to other assistants while serving as the back up to other Administrative Assistants

Maintaining the highest level of confidentiality of all information obtained from and for the business partner

Leading or executing other special projects or responsibilities as assigned by business partners

Coordinating purchase orders for various customers within organization

Basic qualifications

High school diploma

At least 5 years of previous experience as an administrative assistant supporting senior leaders

Experience working with and supporting a large organization, preferably in manufacturing

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

Demonstrated ability to effectively manage complex calendars

Demonstrated ability to self-manage/prioritize appropriately

Demonstrated large meeting (Lilly registered meeting) planning skills

High level of organizational skills and project planning

Demonstrated integrity and confidentiality - this position will have access to sensitive and proprietary information.

Experience with Lilly policie