Job Description
This position is an exciting opportunity for a skilled professional to provide critical administrative support to multiple business partners in a dynamic team environment. The position has a primary focus in one or more assigned business areas, but must coordinate and operate cohesively with colleagues at various levels across all business units and geographies. This position requires coordination with business unit colleagues, the administrative assistant community, and internal/external business partners and/or vendors.
This position requires an exceptional team player who is positive, proactive, organized, detail‐ oriented with a strong sense of urgency to complete tasks.
Meeting Coordination
- Proactively maintain daily calendars for multiple business partners; initiate contact and establish good working relationships with others outside of the work group to maximize schedule coordination.
- Manage large, complex meetings at various locations and of various sizes. Assist in the planning logistics by calendaring, identifying/scheduling conference rooms, setting up equipment, ordering materials and/or catering as needed.
- 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.
- Manage business partners’ passport and visa for international travel.
- Process complex expense reports (i.e. multi‐currency) including reconciliation of corporate and personal credit accounts used for business purposes in a timely and accurate manner.
- Adapt to change quickly as the ASC Leadership Team rolls out guidance and tools for streamlining administrative work, and business partner alignments are adjusted.
- Provide direction and guidance to non-supported business partners so they can perform administrative tasks on their own (e.g., calendaring, travel, expense reporting, etc.).
- Attend various business meetings as needed to understand the business area and priorities.
- Create and edit documents, spreadsheets and presentations.
- Create and maintain group lists, distribution lists, spreadsheets, databases and collaboration sites.
- Support & maintain OPEX reconciliation for supported team.
- Host external visitors as a representative of Elanco (e.g. recruiting; external partners/collaborators; customers; etc.)
- Assist with administrative tasks in pre‐boarding and onboarding of new employees to the area as requested by the ASC manager and/or business partners.
- Identify innovative techniques to increase productivity across the team.
- Serve as a backup for other administrative assistants in order to meet workload deadlines or during absences from the office.
- Handle additional administrative support or special projects as assigned by the Manager.
- Complete all required trainings and performance goals in a timely manner.
Travel and Expenses
- Attend all team meetings, manager one on ones, and business partners updates.
- 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.
- Manage business partners’ passport and visa for international travel.
- Process complex expense reports (i.e. multi‐currency) including reconciliation of corporate and personal credit accounts used for business purposes in a timely and accurate manner.
Additional Support/Expectations
- Provide direction and guidance to non-supported business partners so they can perform administrative tasks on their own (e.g., calendaring, travel, expense reporting, etc.).
- Attend various business meetings as needed to understand the business area and priorities.
- Create and edit documents, spreadsheets and presentations.
- Create and maintain group lists, distribution lists, spreadsheets, databases and collaboration sites.
- Support & maintain OPEX reconciliation for supported team.
- Host external visitors as a representative of the clinet(e.g. recruiting; external partners/collaborators; customers; etc.)
- Assist with administrative tasks in pre‐boarding and onboarding of new employees.
- Identify inovative techniques to increase productivity across the team.
- Serve as a backup for other administrative assistants in order to meet workload deadlines or during absences from the office.
- Handle additional administrative support or special projects as assigned by the Manager.
- Complete all required trainings and performance goals in a timely manner.
- Attend all team meetings, manager one on ones, and business partners updates.
Job Tags
Work at office