Executive Assistant and Chief of Staff

Senior Administrative Assistant/Chief Of Staff

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.

At Lilly, we serve an extraordinary purpose. We make a difference for people around the globe by discovering, developing and delivering medicines that help them live longer, healthier, more active lives. Not only do we deliver breakthrough medications, but you also can count on us to develop creative solutions to support communities through philanthropy and volunteerism. Protomer Technologies is wholly owned subsidiary of Lilly, based in Pasadena, California. Protomer team is an agile and fast-paced group that prides itself on quickly developing drug molecules that are advanced to the clinic.

This position is for the most senior administrative person and chief of staff supporting and directly reporting to the head of diabetes at Lilly who is also the VP and site head of Lilly's Protomer site in Los Angeles. This position is for an experienced candidate with demonstrated track record of being a senior administrative assistant or chief of staff, having demonstrated both judgement and experience in similar roles in the past and extensive experience. Provide critical administrative support to Lilly's Protomer site in Pasadena. The position is based in and onsite in Pasadena, and is not a remote or hybrid role.

You are able to effectively manage site initiatives and use various Lilly software and scheduling systems. Requires coordination with business unit colleagues, the administrative assistant community, internal/external business partners and vendors. Requires an exceptional teammate who is proactive, organized, detail-oriented with a strong sense of engagement and urgency to complete tasks.

Responsibilities include providing chief of staff and administrative support for the VP of Protomer, support for the site, coordinating and managing site functions and initiatives, be able to lead initiatives independently. Project tracking, scheduling and running regular site meetings with senior scientists to track progress for senior leadership, summarize minutes and progress updates. Serve as the main support, maintaining calendar and organizing meetings, travel, and expense reports. Proactively maintain daily calendars initiate contact and establish good working collaborations outside of the work group. Serve as a site concierge to support visitor facility access and coordinate local arrangements. Answer routine correspondence and assemble highly confidential and sensitive information. Process expense reports, including complex reports, coordinate and arrange travel, including more complex travel. Responsible for working with academic centers and other researchers to coordinate Protomer's regular seminar series and external meeting planning. Ownership for SharePoint sites, Teams pages, databases, etc. as assigned.

Basic qualifications include a bachelor's degree, extensive experience as chief of staff of senior level executive assistant supporting senior management, qualified applicants must be authorized to work in the United States on a full-time basis. Ability to work 5 days/week onsite in the Pasadena office. This is not a remote or hybrid role. (typical working hours 8:30AM-5:30PM)

Additional preferences include experience supporting c-suite, 5+ years of experience working as an administrative assistant or in a business support role in project tracking and scheduling or as a chief of staff, strong attention to detail, excellent and professional written and verbal communication skills, project management skills to coordinate projects.