Protomer - Chief of Staff and Executive Assistant

$53,250 - $101,200/Yr

Eli Lilly - Pasadena, CA

Full-time - Entry Level

Onsite - Pasadena, CA

Chemical Manufacturing

About the position

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. 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%)
• 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, multicity travel) for business partners including (but not limited to) air, hotel, and rental car
• Process expense reports, including complex reports (i.e., multicurrency 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 Protomer's 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

Requirements

• 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

Nice-to-haves

• 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

Benefits

• 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
• Well-being benefits (e.g., employee assistance program, fitness benefits, and employee clubs and activities)