Lilly Executive Administrative Assistant in Toronto, Ontario
Title Executive Administrative Assistant
State / Province Ontario
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.
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
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)
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.
Strong communication skills, both verbal and written
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
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