Senior Executive Assistant

4 weeks ago

Basingstoke, United Kingdom Lilly Full time

We’re looking for people who are determined to make life better for people around the world.

Organization Overview

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 of the Job:

This position will report directly to Sr. Vice Presidents of Lilly International Medical Affairs and Associate Vice President International Communications. All senior executive assistants provide communication, schedule and office management, and other supportive duties, for direct and indirect business partners.

Successful senior executive assistants consistently function at the highest level with the upmost regard for the Lilly values (Integrity, Excellence, and Respect for People) in the following areas:

Working independently and confidently with very little if any guidance from others Utilizing excellent written and verbal communication skills to effectively interact with all personal styles Consistently achieve results with business partners and others across multiple functions Always demonstrate personal maturity and discretionary judgment; performs with high energy, integrity, honesty, trustworthiness, and the ability to keep sensitive matters confidential Flexibility, dependability, and responsiveness Performing at the highest skill level in each of the following areas

Responsibilities:

Schedule Management:

Prioritizing and organizing the business partner's time and ensuring that the business partner is adequately prepared for each day's activities; assuring that the business partner has appropriate materials/pre-reads for each meeting in a timely manner Arranging all travel, with every detail finalized, to allow the business partner to focus on the business at hand (details will include complete itinerary including hotel, ground transportation, meeting sites, participants with their bios/resumes) 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. Traveling to local and remote meeting sites and personally directing activities at special functions; have responsibilities for coordinating major communication events Assist with organizing large team, community, recognition, and social events (team building, work anniversaries, celebrating birthdays, wellbeing events, holidays, cultural activities, charity, etc.) Organize logistics for leadership events / team meeting / town halls.

Office Management and Organizational Support:

Reading, screening, documenting, answering, and filing large amounts of correspondence to reduce or eliminate the need for the business partners 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 Maintaining the highest level of confidentiality of all information obtained from and for the business partner Coordinating travel and meetings with and for outside consultants or groups Potentially lead committees or teams, including members of various departments and/or components Assisting the business partner with personal responsibilities (outside appointments, coordination of schedule for outside activities, special events and travel) as requested Collecting, monitoring, analyzing, and communicating metrics as appropriate Assisting in the preparation, planning, and execution of external and internal audit processes Verifying organizational information is correct in Workday, input changes via HR Solutions as needed Contribute toward content creation for town halls and other broad communication events

Communication Management:

Signing for and/or approving, contingent on delegation authority, on behalf of the business partner, communication materials for distribution Preparing letters, documents, and presentations from vague concepts / ideas 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, helping to build relationships- as well as minimizing disruptions for direct and indirect business partners Communicating independently in response to incoming requests from external customers and accepting accountability for the results of decisions Communicating regularly with presidents and CEOs of other Fortune 500 companies, opinion leaders, customers, and senior political figures from around the world Maintaining direct, open, and constant communication with the business partner regardless of the location of either

Basic Requirements:

High School Diploma or GED Minimum 5 years administrative assistant experience

Additional Preferences:

Strong technical skills and proficiency in all utilized systems (e.g., MS Word, Excel, PowerPoint) Demonstrated ability to effectively manage complex calendars Successful candidate will be comfortable in dealing with upper levels of senior management both internally and externally; handle company confidential information Ability to work independently with a high level of self-management, in a dynamic work environment Ability to adapt to frequent changes in priorities, to manage multiple diverse tasks, to maintain accuracy, and to meet tight deadlines. Ability to collaborate effectively with people to achieve common goals Excellent interpersonal skills, verbal and written communication skills Strong organizational skills Flexibility to adjust plans, work style, and methods as needed

Additional Information:

Being flexible and on call outside the regular workday, including evenings, weekends, holidays, and vacation time and being available by cell phone, e-mail, and/or voice mail. Travel 0-10%

Lilly 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.

#WeAreLilly

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