Lilly Executive Administrative Assistant in Toronto, Ontario


Title Executive Administrative Assistant

City Toronto

State / Province Ontario

Country Canada

Company Overview

Lilly is one of the top 10 largest pharmaceutical companies in the world. Lilly has remained dedicated to creating medicines that help improve peoples' quality of life for more than 135 years. At the heart of Lilly's operations are its core values – excellence, integrity and respect for people and these are reflected in business practices that include strong governance principles, the ethical development of medicines, transparency and ethical product promotion.

Responsibilities The Executive Administrative Assistant is responsible for providing communication, schedule, and office management to support three (3) company Directors.

Responsibilities include:

Communication Management

  • Reading, screening, documenting, answering, and filing large amounts of correspondence

  • Answering phones, screening calls, and directing incoming requests and faxes to the appropriate personnel

  • Handling e-mail responses as desired by the business partners (read, evaluate, respond, forward, and/or delete as appropriate)

  • Communicating on a daily basis with the business partner to keep him or her informed of department and other activities

  • Editing and proofreading documents for content, style, and accuracy (including technical and/or scientific materials)

  • Creating first-draft documents from rough information or in response to requests

  • Preparing presentations from handwritten notes using appropriate software packages

  • Preparing materials for distribution and presentation at meetings (e.g., make labels, assemble binders, etc.)

  • Preparing agendas and distributing minutes

  • Serving as the key contact person in the area to minimize disruptions for the direct and indirect business partners

Schedule Management

  • Scheduling appointments, meetings, teleconferences

  • Coordinating travel and meeting requests for key department members’ attendance at outside functions, activities, board meetings, etc.

  • Managing and maintaining all travel and meeting planning with global processes

  • Interacting with individuals from other organization’s in coordinating schedules

  • Maintaining the daily calendars of one or more department members – adding and deleting entries, updating availability, authorizing changes to dates and locations, etc.

  • Prioritizing and organizing time and ensuring that the business partners are adequately prepared for each day’s activities (e.g. agenda, pre-read materials, etc)

Office Management

  • Performing general administrative tasks, such as faxing documents and photocopying.

  • Sorting and distributing mail within the department as well as sending out mail and packages and preparing mass mailings.

  • Opening non-confidential mail of business partners, if required.

  • Developing and maintaining department files and filing systems

  • Developing and maintaining databases and spreadsheets for use in tracking complex activities

  • Preparing invoices for processing (PO and non-PO invoices)

  • Ordering and maintaining an inventory of office supplies

  • Tracking time and attendance data for the department

  • Monitor Monthly ITP Gap Review for business partners and department

  • Ensure compliance with policies and procedures

  • Ensure all timelines are met (i.e., Concur, training)

  • Expense reporting and budget tracking as required by the business partners

  • Serving as a backup for other administrative personnel, including for front-desk reception personnel

All other duties as may be assigned from time to time.

Basic Qualifications

  • Strong communication skills, both verbal and written

  • Interpersonal skills

  • Demonstrated customer focused attitude

  • Strong computer hardware and software skills

  • Excellent critical thinking, problem-solving and decision making skills

  • Ability to work effectively, both independently and within a team environment

  • Strong organizational and time management skills

  • Bilingual (English and French) is an asset

Additional Information

Eli Lilly Canada is committed to employment equity. We encourage applications from qualified women, members of visible minorities, Aboriginal peoples, and persons with disabilities.

Please do not contact us via phone. We appreciate all who apply; however, only those candidates selected for an interview will be contacted.

Candidates must be legally eligible to work in Canada. Eli Lilly Canada does not support work permit sponsorship.

Removal Date 24-Apr-2017