Site 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.

Responsibilities:

The Administrative Assistant will report to the Site Head-Lilly Kenosha and be responsible for providing schedule, staffing, communication, and office management for direct and indirect business partners across the Kenosha site.    

Key Objectives/Deliverables:

• Proactively maintain daily calendars for the Site Lead Team; initiate contact and establish good working relationships with others outside of the work group to maximize schedule coordination.
• Manage large, complex meetings, audits, recognition events, and/or Town Halls at various locations and of various sizes. Assist in planning logistics by calendaring, identifying/scheduling conference rooms, setting up equipment, ordering materials and/or catering as needed.
• Serve as key contact person for the Site Lead Team, helping to build relationships with direct and indirect business partners

• Communicate regularly with business partners inside and outside of the Kenosha site
• Maintain direct, open, and constant communication with business partners.
• Prepare written communication, documents, and presentations

• Holistic administration office management activities
• Create and maintain group and distribution lists, spreadsheets, documents, presentations, databases, and collaboration sites.
• 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.
• Process complex expense reports (i.e. multi‐currency) including reconciliation of corporate credit accounts used for business purposes in a timely and accurate manner.

• Assist with administrative tasks in pre‐boarding and onboarding of new employees and/or contractors
• Serve as a resource to the area by explaining corporate and departmental procedures.

• Handle additional administrative support or special projects as assigned by the Site Lead Team.
• Potentially lead committees or teams, including members of various departments and/or components
• Attend various business meetings as needed to understand the business area and priorities.
• Obtain and utilize appropriate levels of Lilly process and product knowledge

Basic Qualifications:

• High School Diploma or equivalent
• Excellent written and verbal communication skills
• Strong interpersonal and organizational skills
• Ability to maintain confidentiality
• Proficient knowledge of Microsoft programs
• Knowledge of Travel and Expense Reporting 
• Problem solving and critical thinking skills
• Demonstrated ability to effectively manage complex calendars
• Ability to adapt to frequent changes in priorities, to manage multiple diverse tasks, to maintain accuracy, and to meet tight deadlines.
• Ability to work independently and confidently with limited guidance from others

Additional Skills/Preferences:

• Knowledge of manufacturing organization and operations is preferred

Additional Information:

• Role is Monday through Friday based. Must be flexible in providing support to accommodate other inputs.

This job description is intended to provide a general overview of the job requirements at the time it was prepared.  The job requirements of any position may change over time and may include additional responsibilities not specifically described in the job description. For GMP purposes, the job description should be updated for significant changes.  As always, you should consult with your supervisor regarding your actual job responsibilities and any related duties that may be required for the position.

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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