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Senior Administrative Assistant and Chief of Staff

Pasadena, California

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Req ID R-34583 Title Senior Administrative Assistant and Chief of Staff City Pasadena State / Province California Country United States

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 35,000 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.


Job Description

This position provides critical administrative support to our business in a dynamic fast paced environment. The position is based in Pasadena, California, and the job requires this position to be eventually onsite in Pasadena, California, there is flexibility for qualified candidates to transition to an onsite at this location as needed. Qualified candidate must be able to effectively 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 admin support to the VP of Protomer team, and secondarily serves as chief of staff to the team in helping with procurements, scheduling, planning, execution and tracking of team meetings. This position requires coordination with business unit colleagues, the administrative assistant community, internal/external business partners and/or 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:

  • Calendaring and Meeting Coordination:
  • 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.
  • 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.


Additional Support/Expectations:

  • Maintain professional memberships and support conference registration for business partners.
  • Maintain connections with corporate ASC team as needed.
  • 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.
  • Answer non-routine correspondence and assemble highly confidential and sensitive information.
  • Proficient knowledge of Microsoft programs (Outlook, Skype, Word, PowerPoint, Excel, SharePoint, Teams etc.)
  • Ability to work independently with a high level of self-management in a dynamic work environment
  • Strong interpersonal and organization skills
  • Ability to prioritize and seek guidance when multiple and competing priorities arise
  • Handle additional administrative support or special projects as assigned.


Basic Requirements:

  • Minimum requirement is a high school diploma, Bachelors degree in sciences or related field is preferred and job level is adjusted according to prior experience. 
  • Ideally have comparable administrative support role with a preference for experience within the Biotech or Pharma environment.


Additional Preferences:

  • 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

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 ( Lilly_Recruiting_Compliance@lists.lilly.com ) 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, Women’s Network, Working and Living with Disabilities. Learn more about all of our groups.


As a condition of employment with Eli Lilly and Company and its subsidiaries in the United States and Puerto Rico, you must be fully COVID-19 vaccinated and provide proof of vaccination satisfactory to the company (subject to applicable law). 

#WeAreLilly

To submit resume, visit https://www.lilly.com/careers and apply to Req ID R-34583.

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.

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