Executive Admin

MTP is looking for an experienced Executive Admin to assist a Sr. Executive with the following activities.  This is a fast-past role requiring strong time-management & organizational skills along with the ability to quickly adapt to daily priorities and interact effectively with a variety of team members and manage multiple tasks simultaneously.

Must have 3-5 years of experience working as an executive assistant.

This is a Hybrid role with 1-2 days per week onsite

Job Responsibilities:

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 and Expenses:

·       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.

·       Manage business partners’ passport and visa for international travel.

·       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.

Additional Support/Expectations:

·       Adapt to change quickly as the business partner rolls out guidance and tools for streamlining administrative work, and business partner alignments are adjusted.

·       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 pre‐boarding and onboarding of new employees to the area as requested by the business partners.

·       Identify innovative techniques to increase productivity across the team.

·       Serve as a backup for other administrative assistants in order 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 required trainings and performance goals in a timely manner