Site Administrative Assistant

Role Summary

The Site Administrative Assistant reports to the Site Head-Lilly Kenosha and provides schedule, staffing, communication, and office management support for direct and indirect business partners across the Kenosha site.

Responsibilities

• 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

Qualifications

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

Skills

• Excellent written and verbal communication
• Interpersonal and organizational excellence
• Proficiency in Microsoft Office applications
• Travel and expense reporting proficiency
• Strong problem solving and critical thinking capabilities
• Calendar management and coordination across multiple stakeholders

Education

• High School Diploma or equivalent