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.

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

$18.75 - $47.48

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 Gene Therapy | New York 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 coordinationManage 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 carManage business partners’ passport and visa for international travelProcess 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 communicationsSchedule interviews in Workday and OutlookSchedule 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 neededSupport site wide communications as neededSupport 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 adjustedProvide 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 prioritiesAttend team meetings as assigned or directedSupport 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 presentationsAssist with administrative tasks in pre‐boarding and onboarding of new employees to the area as requested by site Operations leadership and/or business partnersIdentify innovative techniques to enhance efficiency across the team including use of AI to simplify tasks and drive efficiency Maintain documents on appropriate document repositories, learn and adhere to Lilly records retention policiesCreate and maintain group lists, distribution lists, spreadsheets, databases, and collaboration sitesHandle additional administrative support or special projects as assigned by supervisorServe as back-up to the local onsite operations assistant or regional administrative assistants to meet expected deadlines or during absences from the office

Basic Qualifications

High School Diploma or GEDMinimum of three years of experience supporting senior management/high level executives in a professional work environment or in administrative/office management/coordinator positionQualified 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

Strong interpersonal skillsImpeccable organizational skillsExcellent customer service orientation, team-player attitude, and willingness to assist all groups at the New York City and Boston Lilly Gene Therapy sitesProficient knowledge of Microsoft programs (Word, Excel, PowerPoint, Outlook, Teams, SharePoint etc.)Detail-orientated and competent follow through skillsExcellent written and verbal communication skillsAbility to prioritize and manage multiple tasksAbility to work independently with a high level of self-management in a dynamic work environmentMaintain confidential information and exercise discretionAbility to adapt to change and process improvementsFluent in EnglishAbility to lift 15-20 lbs.

Additional Information

This role is required to be onsite full time.Some travel to corporate center or other regional sites to support development and connection

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 an EEO/Affirmative Action Employer and 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.

Our employee resource groups (ERGs) offer strong support networks for their members and help our company develop talented individuals for future leadership roles. Our current groups include: Africa, Middle East, Central Asia Network, African American Network, Chinese Culture Network, Early Career Professionals, Japanese International Leadership Network (JILN), Lilly India Network, Organization of Latinos at Lilly, PRIDE (LGBTQ + Allies), Veterans Leadership Network, Women’s Network, Working and Living with Disabilities. Learn more about all of our groups.

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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