14 days old

Administrative Assistant - FDE

Greenfield, IN 46140
  • Job Code

Interested in joining a cause-driven, customer focused company dedicated to positively impacting the health of animals, people and the planet? Search our job listings below.

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. This position requires coordination with business unit colleagues, the administrative assistant community, and internal/external business partners and/or vendors.

In addition, the position requires an exceptional team player who is positive, proactive, organized, detailoriented with a strong sense of urgency to complete tasks. This is one of several positions that are part of the Administrative Services Center (ASC) Team and will provide administrative support to Elanco business partners and reports to the Manager of the ASC.

This job description outlines the general nature and level of the work. It is not intended to be an exhaustive list of all responsibilities or skills associated with the position.

Basic Qualifications:

  • High School Diploma/GED
  • Completion of Post Offer Exam, Completion of Work Simulation or Completion of Administrative Skills Testing if applicable.
  • Qualified candidates must be legally authorized to be employed in the United States. Elanco does not anticipate providing sponsorship for employment visa status (e.g., H-1B or TN status) for this employment position.
  • Fluent in English
  • This position is not permanent. It is for a fixed duration of two years with potential to extend annually for up to 4 years.

Calendaring & 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.

Travel & Expenses Entry:

  • 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.
  • Manage business partners passport and visa for international travel.
  • Process complex expense reports (i.e., multicurrency) including reconciliation of corporate and personal credit accounts used for business purposes in a timely and accurate manner.

Additional Support & Expectations:

  • Build rapport with business partners to understand preferences and execute independently.
  • Adapt to change quickly to execute internal systems and programs.
  • Mastery of tracking and completing request from multiple business partners in a timely manner.
  • 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.
  • Host external visitors as a representative of Elanco (e.g., recruiting; external partners/collaborators; customers; etc.).
  • Assist with administrative tasks in preboarding and on boarding 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 to meet workload deadlines or during absences from the office.
  • Handle additional administrative support or special projects as assigned by the Manager.
  • Attend all team meetings, manager one on ones, and business partners updates.
  • Complete all management requests including training, personal calendar management, time entry, and performance goals in a timely manner.
  • Demonstrate the ability to work independently with a high level of self-management in a vigorous work environment.

Additional Skills & Preferences:

  • Strong Interpersonal, time management, organizational, communication, and analytical skills
  • High learning agility with the ability to retain and track information
  • Ability to handle ambiguity and problem solve for resolution
  • Proficient knowledge of programs: Word, One Note, Excel, PowerPoint, Outlook 365, SAP, SharePoint, Zoom, Microsoft Teams, Microsoft Edge, One Drive, and Adobe
  • Experience with Concur Travel and Expense Reporting system
  • Ability to adapt to change and process improvements with accurate results
  • Ability to prioritize and seek guidance when multiple competing priorities arise
  • Excellent written and verbal communication skills
  • Must be able to maintain confidential information in a regulated environment
  • Contribute to a highly collaborative team environment with fellow administrative team members
  • Demonstrate business acumen, initiative, dependability, time management, and resilience

Elanco 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

Posted: 2021-09-12 Expires: 2021-10-11
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Administrative Assistant - FDE

Greenfield, IN 46140

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