Senior Executive Assistant- Elanco
Eli Lilly - Greenfield, WI

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City

Greenfield

Position Locale

Local / Onsite

Location Details

Elanco, Corporate Headquarters, Greenfield

Company Overview

Elanco is a global research-based company that develops and delivers product and services to enhance animal health and production. We value innovation, both in scientific research and daily operations, and strive to cultivate a collaborative work environment for more than 1,000 employees worldwide. Founded in 1954, Elanco is a division of Lilly. Our worldwide headquarters and research facilities are in Greenfield, Indiana.

Responsibilities

Communication Management Responsibilities:
Creating, editing, and proofreading documents, letters, presentations, and correspondence utilizing appropriate software

Utilizing and helping others utilize communication systems such as voice mail, e-mail, distribution lists, etc.

Preparing meeting agendas, needed materials, arranging logistics and taking minutes at meetings

Communication on a daily basis with the business partner to keep him or her informed of department or other important activities

Being flexible and modeling positive, constructive communication behaviors, such as always using a professional, confident tone of voice in the work environment

Updating and maintaining the area’s shared information, including posting monthly reports and schedules to website, database, collaboration, etc.

Signing for and/or approving, on behalf of the business partner, communication materials for distribution

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

Handling e-mail responses as desired by the business partner (read, evaluate, respond, forward, and/or delete as appropriate)

Serving as the key contact person in the area to minimize disruptions for the direct and indirect business partner

Communicating independently in response to incoming requests from external customers, prioritizing the requests, and accepting accountability for the results of decisions

Being flexible and on call outside the regular work day, including evenings, weekends, holidays, and vacation time and being available by cell phone, e-mail, and/or voice mail

Maintaining direct, open and constant communication with the business partner, regardless of the location of either, in order to relay important information

Scheduling Management Responsibilities:
Managing time to meet the multiple demands of the job

Maintaining the daily calendars of one or more department members – adding and deleting entries, updating availability, authorizing changes to dates and locations, etc.

Arranging travel and scheduling requests for key department members’ attendance at outside functions, activities, board meetings, etc. and anticipating traveler’s individual needs and preferences

Scheduling meetings and teleconferences for your business partner with senior executives from other companies or government agencies

Scheduling of video-conferencing and/or teleconferencing meetings, web conferencing, one-on-ones, group staff, departmental, divisional, and Performance Management meetings

Availability to travel to local and remote meeting sites and personally directing activities at special functions

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

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

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 Responsibilities:
Judgment-based decisions to facilitate productivity and enhance efficiency of business partners and Elanco Manufacturing personnel.

Performing general administrative tasks, such as mailings, faxing, scanning and photocopying documents.

Serving as a resource to the area, explaining corporate and departmental procedures

Developing and maintaining database and spreadsheets for use in tracking complex activities

Preparing invoices for processing (PO and non-PO invoices)

Coordinating schedules for contractors in the area and functioning as the liaison with temporary service

Ordering and maintaining an inventory of office supplies

Acting as a department representative by making decisions in management’s absence

Reading, screening, documenting, answering, and filing large amounts of correspondence to reduce or eliminate the need for the business partner to review and forward

Coordinating and directing the activities of others in the work area – motivating, delegating projects or activities, following up on performance, instructing on deadlines and methods

Acting as a mentor and resource to other Administrative Assistants in the company.

Developing and maintaining files and filing systems, including personnel files, for the business partner’s direct reports, entire division, or component

Opening business partner’s mail and taking appropriate action

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

Actively participating as a representative for others on a committee or team

Coordinating travel and meetings with and for outside consultants or groups

Assuming a leadership role in the component and serving as a coach to provide both positive and negative feedback

Assisting the business partner with personal responsibilities (outside appointments, errands, coordination of schedule for family activities, special events and travel) and personal files so he or she can focus on Lilly business

Collecting, monitoring, analyzing and communicating metrics

Verifying organizational information is correct in SAP

Personal Behavior and Personal Development Responsibilities:
Reviewing and completing all programs as identified and recommended in the AA Curriculum Road Map

Identifying and seeking additional training needed to maximize job performance that is not specified on the AA Curriculum Road Map

Acting in a responsible manner on behalf of the business partner with little or no guidance from the partner

Anticipating needs and acting as a personal assistant to the business partner so his or her focus can remain on Lilly business

Identifying and implementing methods and/or strategies to maximize office process management

Developing, maintaining, and utilizing exceptional , efficient and effective:

Interpersonal skills to interact with customers with confidence and confidentiality

Intrapersonal skills to enhance personal satisfaction, on-going self-development, and confidence .

Written and verbal communication skills in all interactions with others.

Computer hardware and software skills to perform job responsibilities with superior professionalism and speed

Decision-making and problem solving skills to maximize time, money, and personal energy for self and the business partner(s)

Math/finance skills to perform the expected job functions

Presentation skills to communicate ideas clearly to an individual, a group, or team (internal and/or external to the organization)

Mentoring/coaching skills to assist other Administrative Assistants.

Project management skills to serve in project leadership roles.

Obtaining and utilizing appropriate levels of knowledge about:

Corporate and area policies and procedures

Lilly Business knowledge and general business and finance knowledge

Corporate and area technical terminology

Basic Qualifications

High School degree

Minimum of 5 years executive administrative experience

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

Additional education beyond high school preferred

Consistently function at the highest level in the following areas:

Working independently with little or no guidance from others

Achieving consistent results

Exhibiting personal maturity and discretion

Demonstrating flexibility for the benefit of self, the business partner, team members, and the organization

Assisting in making the department/area, all direct and indirect business partners, and themselves more productive and capable

Providing communication management, schedule management, office management, personal management, and other supportive duties for direct and indirect business partners

Additional Information

This position will support the VP of US Operations, the Sr. Director of US Beef Operations, and the Sr. Director of US Dairy Operations

ELI LILLY AND COMPANY IS AN EQUAL OPPORTUNITY EMPLOYER

Removal Date

11-Apr-2013

Eli Lilly - 19 months ago - save job - block
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Eli Lilly and Company discovers, develops, manufactures and sells products in one business segment, pharmaceutical products. The Company...