Administrative Assistant II

Role Summary

Administrative Assistant (Fixed Term Role) provides critical administrative support to multiple business partners in a dynamic team environment. The position has a primary focus in one or more assigned business areas but must coordinate and operate cohesively with colleagues at various levels across all business units. This position requires coordination with business unit colleagues, the administrative assistant community, and internal/external business partners and/or vendors.

Responsibilities

• Calendaring & Meeting Coordination: Proactively manage daily calendars for multiple business partners; coordinate complex meetings across various locations, including conference room scheduling, equipment setup, materials preparation, and catering logistics.
• Travel & Expense Management: Arrange domestic and international travel, including multi-city itineraries; oversee passport and visa needs; and process complex, multi-currency expense reports with timely, accurate reconciliation of corporate and personal accounts.
• Administrative Operations & Documentation: Independently create and edit documents, spreadsheets, and presentations; maintain distribution lists, databases, and collaboration sites; track and complete requests from multiple partners with a high level of organization and accuracy.
• Cross-Functional Support & Collaboration: Provide guidance to non-supported partners on administrative procedures; assist with pre-boarding and onboarding tasks; host external visitors; participate in business meetings for context and alignment; and serve as backup support for other administrative assistants as needed.
• Professional Excellence & Continuous Improvement: Build strong working relationships, adapt quickly to evolving systems and processes, identify productivity enhancements, complete all management-driven tasks (training, time entry, performance goals), and demonstrate independent, high-energy performance in a fast-paced environment.

Qualifications

• Required: Education — High School Diploma / GED with equivalent level of experience
• Required: Experience — Completion of Post Offer Exam, Completion of Work Simulation or Completion of Administrative Skills Testing if applicable
• Preferred: Demonstrates strong interpersonal, organizational, time management, communication, and analytical skills, with the ability to maintain confidentiality in a regulated environment.
• Preferred: Shows high learning agility, retaining and tracking information effectively while adapting to change, process improvements, and ambiguous situations.
• Preferred: Excels in prioritization and problem-solving, seeking guidance when needed and managing multiple competing priorities with accuracy and resilience.
• Preferred: Proficient in Word, OneNote, Excel, PowerPoint, Outlook 365, SAP, SharePoint, Zoom, Microsoft Teams, Microsoft Edge, OneDrive, and Adobe; experience with Concur Travel and Expense Reporting.
• Preferred: Collaborative team contributor, demonstrating business acumen, initiative, dependability, and the ability to support a highly cooperative administrative team environment.

Skills

• Software proficiency: Word, OneNote, Excel, PowerPoint, Outlook 365, SAP, SharePoint, Zoom, Microsoft Teams, Microsoft Edge, OneDrive, Adobe; Concur Travel and Expense Reporting experience.
• Strong interpersonal and communication skills; ability to maintain confidentiality.
• Organizational and time management skills with attention to detail.
• Adaptability and learning agility in evolving processes and systems.

Education

• High School Diploma / GED with equivalent level of experience

Additional Requirements

• Fixed Duration Role: This position is a fixed-term role with an initial duration of two years and the potential for annual extensions for up to four additional years.
• Location: Global Elanco Headquarters - Indianapolis, IN - Hybrid Work Environment