Protomer - Chief of Staff and Executive Assistant - Los Angeles, United States - Eli Lilly

Description

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. Were 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.

Role Overview:

• This position provides critical project and administrative support to our business in a dynamic fast paced environment. The position is based in Pasadena, California and is not a remote or hybrid role. The qualified candidate must be able to effectively manage projects, site initiatives and use various Lilly software and scheduling systems, expensing system and be able to coordinate and operate cohesively with colleagues at various levels across multiple business units and sites.
• This position is first to support the head of the Pasadena site and provide site, operational and administrative support to the VP of Protomer team, and secondarily serves as chief of staff to the team in helping with procurement, scheduling, planning, execution and tracking of meetings, etc.
• This position requires coordination with business unit colleagues, the administrative assistant community, internal/external business partners and vendors.
• This position requires an exceptional team player who is proactive, organized, detail?oriented with a strong sense of engagement and urgency to complete tasks.

Responsibilities:

Provide Administrative Support to the VP of Protomer and Chief of Staff (50%)

• Provide administrative support for the VP of Protomer
• Manage emails and interactions between the VP of Protomer and other senior level leaderships across the organization, schedule meetings and handle requests for meetings with Protomer VP
• Calendaring and meeting coordination for VP of Protomer
• Serve as the main support and chief of staff to the site head, maintaining calendar and organizing meetings, travel, and expense reports for the site and in particular for the site VP
• Proactively maintain daily calendars initiate contact and establish good working relationships with others outside of the work group to maximize schedule coordination.
• Serve as a site concierge to support visitor facility access and coordinate local arrangements.
• Coordinate and facilitate the use of conference rooms (including required technology) for team and vendor meetings including setting up equipment, ordering materials and/or catering as needed.
• Answer routine correspondence and assemble highly confidential and sensitive information.
• 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 expense reports, including complex reports (i.e., multi?currency and reconciliation of corporate accounts used for business purposes in a timely and accurate manner.
• Will be expected to be proficient in and potentially responsible for performing additional scheduling duties for the business partners at the site. This may also include personally directing local activities and special functions.

Projects Tracking and Support (50%)

• Act as a liaison for the VP and site personnel with regards to operational processes
• Responsible for updating internal team timelines, calendars and task trackers
• Responsible for taking meeting minutes, keeping time of meetings, planning meeting times and updating meeting schedules
• Responsible for working with academic centers and other researchers to coordinate Protomers regular seminar series and external meeting planning
• Responsible for purchasing chemicals and supplies for the Protomer staff
• Responsible for collecting data and preparation of metrics
• Responsible for tracking budget for Protomer and providing updates to the VP
• Lead the coordination of key meetings and site visits
• Ownership for SharePoint sites, Teams pages, databases, etc. as assigned

Basic Qualifications:

• Bachelor's degree
• 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 Preferences:

• This position is working 5 days/week in the Pasadena office, and typical working hours are from 8 AM to 6 PM. This is not a remote or hybrid role.
• Supporting C-suite and available to be responsive when needed which could include evenings and/or weekends.
• A Bachelor's degree in a science discipline is highly preferred,
• 5 years of experience working as an administrative assistant or in a business support role ideally within the Biotech or Pharma environment is highly preferred.
• Project management skills to coordinate projects.
• Flexible to changes in the work or the organization.
• Previous experience with travel booking and expense reporting (Concur experience preferred)
• Complex meeting scheduling experience (Microsoft Outlook experience preferred)
• Professional demeanor and excellent written and verbal communication skills.
• Able to work within a fast-paced environment, adept at juggling multiple tasks and priorities and prioritizing independently.
• Enthusiastic, self-motivated and keen to improve processes and overcome inefficiencies.
• Effective collaborator with a variety of stakeholders, thoughtful listener and team player.
• Strong attention to detail
• Strong problem-solving skills
• Previous experience providing support for multiple people
• Ability to prioritize and seek guidance when multiple and competing priorities arise
• Must be able to maintain confidential information

Additional Information:

Lilly currently anticipates that the base salary for this position could range from between $53,250-101,200 and will depend, in part, on the successful candidates qualifications for the role, including education and experience. 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).Of course, the compensation described above is subject to change and could be higher or lower than the range described above. Further, Lilly reserves the right to amend, modify, or terminate its compensation and benefit programs in its sole discretion and Lillys compensation practices and guidelines will apply regarding the details of any promotion or transfer of Lilly employees.

Eli Lilly and Company, Lilly USA, LLC and our wholly owned subsidiaries (collectively Lilly) are committed to help individuals with disabilities to participate in the workforce and ensure equal opportunity to compete for jobs. If you require an accommodation to submit a resume for positions at Lilly, please email Lilly Human Resources ( ) for further assistance. Please note This email address is intended for use only to request an accommodation as part of the application process. Any other correspondence will not receive a response.

Lilly is an EEO/Affirmative Action Employer and 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.

Our employee resource groups (ERGs) offer strong support networks for their members and help our company develop talented individuals for future leadership roles. Our current groups include: Africa, Middle East, Central Asia Network, African American Network, Chinese Culture Network, Early Career Professionals, Japanese International Leadership Network (JILN), Lilly India Network, Organization of Latinos at Lilly, PRIDE (LGBTQ + Allies), Veterans Leadership Network, Womens Network, Working and Living with Disabilities. Learn more about all of our groups.

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