Senior Executive Assistant
Eli Lilly and Company
Date: 7 hours ago
City: Sydney, New South Wales
Contract type: Full time
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. We’re looking for people who are determined to make life better for people around the world.
Harnessing the power of biotechnology, chemistry and genetic medicine, our scientists are urgently advancing new discoveries to solve some of the world's most significant health challenges, redefining diabetes care, treating obesity and curtailing its most devastating long-term effects, advancing the fight against Alzheimer's disease, providing solutions to some of the most debilitating immune system disorders, and transforming the most difficult-to-treat cancers into manageable diseases.
It all started nearly 150 years ago with a clear vision from founder Colonel Eli Lilly: "Take what you find here and make it better and better. With each step toward a healthier world, we're motivated by one thing: making life better for millions more people. We give our best effort to our work, and we put people first. We’re looking for people who are determined to make life better for people around the world.
Overall Job Purpose
The Senior Executive Assistant (Sr. EA) is highly organised, proactive and will provide comprehensive support to the Associate VP HR and other Senior Leadership Team Members. The Sr. EA will support other leaders and employees in the organisation as required and in agreement with the Senior Leadership Team members.
In addition to supporting these leaders, the Sr. EA will also oversee company engagement activities that will be run in partnership with other Executive Assistants and relevant Subject Matter Experts. The company engagement activities include planning and execution of internal engagement events and awareness activities such as internal townhalls, wellbeing events, supporting Inclusion events etc.
The Sr. EA will work in partnership and collaboratively with a second Sr. EA in the business and will act as back-ups for each other and for the leaders they support. The Executive Assistant team will work collaboratively and share learnings with each other to continue to grow as a team and support the affiliate.
This role includes a broad range of administration services that will require focus, discipline and flexibility to work across different activities as determined by ALT leaders and business needs. Focus of activities may vary from time to time as business requirements and priorities evolve. Below outlines the standard administration responsibilities of the Sr. EA that will span across functional areas.
Key Capabilities And Behaviors
Organizational Skills: Exceptional organisational and time management skills, with the ability to proactively and efficiently manage multiple leaders’ schedules, ensuring all meetings, appointments, and travel arrangements are seamlessly coordinated. Strong attention to detail.
Communication: Excellent verbal and written communication skills, with the ability to interact confidently with senior executives and stakeholders. Strong ability to “anticipate and communicate”, acting as a liaison between the ALT and internal/external stakeholders, handling any correspondence with professionalism and discretion.
Proactive Attitude: A self-starter who can anticipate needs and take initiative to solve problems.
Event Management: Ability to plan and organise engaging and fun internal events, ensuring all logistics are handled efficiently, to support internal culture, employee engagement and employee experience.
Relationship Management and Team Work: Ability to build and maintain strong relationships at all levels of the organisation and with external partners and work effectively as a Executive Assistant team but also as a key partner to the business areas they support.
Flexibility and Adaptability: Ability to adapt to changing business needs and priorities, working both collaboratively and autonomously.
Critical Thinking and Problem Solving: Ability to identify and resolve issues through collaboration, research and analysis, testing alternative approaches and solutions. Leverages innovative and creative actions to improve processes and administrations services. Challenge the status quo in alignment with Lilly Values and Team Lilly behaviours.
Technology Skills: Ability to leverage technology and systems in execution of administration services (including but not limited to Microsoft Office Suite), optimising efficiency where possible. This may include utilising technology to produce documents, satisfy meeting needs, communication tools, expense reporting, manage group lists, distribution lists, databases, collaboration sites etc. Has the ability to use AI to simplify and work more efficiently.
Compliance: Adhere to relevant internal and external compliance requirements and procedures for conducting oneself and business consistent with the company’s values, legal obligations and policies. Protects confidential information with integrity, discretion and applicable requirements. Serve as a department resource by becoming familiar with applicable company and departmental policies and procedures, completing all required training by specified due dates.
Project Management: Ability to coordinate and manage special projects in partnership or with guidance from Subject Matter Experts, ensuring timely completion and alignment with organisational goals.
Basic Requirements
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
Harnessing the power of biotechnology, chemistry and genetic medicine, our scientists are urgently advancing new discoveries to solve some of the world's most significant health challenges, redefining diabetes care, treating obesity and curtailing its most devastating long-term effects, advancing the fight against Alzheimer's disease, providing solutions to some of the most debilitating immune system disorders, and transforming the most difficult-to-treat cancers into manageable diseases.
It all started nearly 150 years ago with a clear vision from founder Colonel Eli Lilly: "Take what you find here and make it better and better. With each step toward a healthier world, we're motivated by one thing: making life better for millions more people. We give our best effort to our work, and we put people first. We’re looking for people who are determined to make life better for people around the world.
Overall Job Purpose
The Senior Executive Assistant (Sr. EA) is highly organised, proactive and will provide comprehensive support to the Associate VP HR and other Senior Leadership Team Members. The Sr. EA will support other leaders and employees in the organisation as required and in agreement with the Senior Leadership Team members.
In addition to supporting these leaders, the Sr. EA will also oversee company engagement activities that will be run in partnership with other Executive Assistants and relevant Subject Matter Experts. The company engagement activities include planning and execution of internal engagement events and awareness activities such as internal townhalls, wellbeing events, supporting Inclusion events etc.
The Sr. EA will work in partnership and collaboratively with a second Sr. EA in the business and will act as back-ups for each other and for the leaders they support. The Executive Assistant team will work collaboratively and share learnings with each other to continue to grow as a team and support the affiliate.
This role includes a broad range of administration services that will require focus, discipline and flexibility to work across different activities as determined by ALT leaders and business needs. Focus of activities may vary from time to time as business requirements and priorities evolve. Below outlines the standard administration responsibilities of the Sr. EA that will span across functional areas.
- Calendaring and Meeting Management
- Travel Arrangements
- Expense Reporting & General Procurement Support
- Recruiting & Onboarding Support
- Compliance & Right to Operate Support
- Departmental Office Support
- Departmental-Specific Project Support
Key Capabilities And Behaviors
Organizational Skills: Exceptional organisational and time management skills, with the ability to proactively and efficiently manage multiple leaders’ schedules, ensuring all meetings, appointments, and travel arrangements are seamlessly coordinated. Strong attention to detail.
Communication: Excellent verbal and written communication skills, with the ability to interact confidently with senior executives and stakeholders. Strong ability to “anticipate and communicate”, acting as a liaison between the ALT and internal/external stakeholders, handling any correspondence with professionalism and discretion.
Proactive Attitude: A self-starter who can anticipate needs and take initiative to solve problems.
Event Management: Ability to plan and organise engaging and fun internal events, ensuring all logistics are handled efficiently, to support internal culture, employee engagement and employee experience.
Relationship Management and Team Work: Ability to build and maintain strong relationships at all levels of the organisation and with external partners and work effectively as a Executive Assistant team but also as a key partner to the business areas they support.
Flexibility and Adaptability: Ability to adapt to changing business needs and priorities, working both collaboratively and autonomously.
Critical Thinking and Problem Solving: Ability to identify and resolve issues through collaboration, research and analysis, testing alternative approaches and solutions. Leverages innovative and creative actions to improve processes and administrations services. Challenge the status quo in alignment with Lilly Values and Team Lilly behaviours.
Technology Skills: Ability to leverage technology and systems in execution of administration services (including but not limited to Microsoft Office Suite), optimising efficiency where possible. This may include utilising technology to produce documents, satisfy meeting needs, communication tools, expense reporting, manage group lists, distribution lists, databases, collaboration sites etc. Has the ability to use AI to simplify and work more efficiently.
Compliance: Adhere to relevant internal and external compliance requirements and procedures for conducting oneself and business consistent with the company’s values, legal obligations and policies. Protects confidential information with integrity, discretion and applicable requirements. Serve as a department resource by becoming familiar with applicable company and departmental policies and procedures, completing all required training by specified due dates.
Project Management: Ability to coordinate and manage special projects in partnership or with guidance from Subject Matter Experts, ensuring timely completion and alignment with organisational goals.
Basic Requirements
- Minimum 3-5 years of Senior/Executive Administrative Assistant experience supporting a CEO, General Manager or other senior-level international leaders or, equivalent experience (e.g., project management, customer relationship management), with a track record of managing complex schedules and projects.
- Experience managing international travel and international business expense reporting
- Experience planning and delivering events highly desirable
- This role supports a variety of functions and on-site work is required as necessary. The company currently operates on 3x per week on-site but this can change based on business needs
- Bachelor’s degree preferred but not required
- Qualified candidates must be legally authorized to be employed in Australia.
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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