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Making animals’ lives better makes life better – join our team today!
Senior Administrative Assistant – Draft Job Description
Level –B2
Location – IAC, Bangalore
Reports to R&D IAC Site Head
The Administrative Assistant position is an exciting opportunity for a skilled professional to provide administrative support to multiple business partners in a dynamic team environment. The position holder will perform an extensive range of secretarial, administrative services and support that includes prompt, courteous and effective communication across all stake holders (internal/external) and coordination of key site activities. General administrative support to the R&DIACLT Team. The primary focus of this position is to support Research and Development team and might also require support to other functions. This role reports to the R&D IAC Site Head.
Core Responsibilities for R&D:
- Proactively manage daily calendars for R&D Lead and support R&D LT with calendaring specific meetings, initiate contact and establish good working relationships with others outside of the work group to maximize schedule coordination.
- Manage large, complex meetings by assisting in creating agenda, planning logistics by calendaring, identifying/scheduling conference rooms, setting up equipment, ordering materials and/or catering as needed. Perform a broad variety of clerical and administrative functions for R&D visitors including assisting or coordinating ticketing, travel schedules, hotel reservations and business initiatives.
- Partner with floor operations team to oversee end to end office operations that include coordination with front desk, receive and welcome visitors, delegates and clients.
- Engage with ERGs/Operations team to help organize events and/or get-togethers.
Travel & Expenses Entry:
- 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.
- If required, manage passport and visa requirements for international travel for senior leaders and business partners.
- 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
- Support with generating invoices, quotations and purchase orders as required.
Additional Support & Expectations:
- Build a rapport with business partners to understand preferences and execute independently.
- Adapt to change quickly to execute internal systems and programs.
- Help maintain all relevant administrative documents as required and highlight any gaps in real-time. .
- Provide directions and guidance to other office staff on coordination, support with regard to general logistics and admin support
- 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.
- Work closely and serve as a backup for other administrative assistants or operations staff to meet workload deadlines or during absences from the office.
- Handle additional administrative support or special projects as assigned by the Manager.
- Demonstrate the ability to work independently with a high level of self-management in a dynamic work environment.
Minimum Qualification (education, experience and/or training, required certifications):
- Preferred experience – about 5 years of administrative support in a Corporate Office, preferably reporting to senior management.
- Proficiency in computer skills and platforms (MS Outlook, Power point, Excel, Word etc)
- and accounting fundamentals
- Familiarity with technology, latest gadgets
- Strong project management skills, with the ability to prioritize and manage multiple projects simultaneously, deliver with a hands-on mentality.
- Ability to work collaboratively across different teams and regions.
- Keen attention to detail, ability to work through ambiguity, and multi-functional coordination.
- Excellent interpersonal and communication skills.
- Develop and update relevant administrative processes.Ability to maintain a high level of confidentiality.
- Ability to set priorities and manage multiple tasks.
- Ability to work independently and exhibit excellent interpersonal skills.
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
